When it comes to document management and storage, there are various vital cornerstones to a well-put-together program.
When it comes to document management and storage, there are various vital cornerstones to a well-put-together program—requiring a delicate and even balance between security, efficiency, and cost. Read on to learn more about how to evaluate document management programs and the best steps you can take as an organization to improve your own.
Evaluating Your Current Document Management System
When it comes to document storage and management, there are several cornerstones of a well-put-together policy. The top three qualities you must make sure you have covered are:
– Record security
– Productivity
– Cost-efficiency
Security
Sensitive and precious information being stolen or lost is a significant risk to consider in document management and storage plans. When the proper security policies are not set in place, it can pose a severe threat to a costly data breach that, in certain cases, can cause a company’s doors to shut.
Cost-Efficient Document Management
When it comes to which format and how to store files, the cheapest option usually depends on specific needs. A typical example is when an organization deals with hard-copy data but rarely ever references them; storing it out of the office will help save you valuable space for more productive purposes.
Evaluating Options and Prices
Offsite storage, finding the most cost-efficient option all depends on an organization’s individual needs and business processes. When there’s a large number of files needing long-term storage for document keeping purposes, storing a box of hard copies for 50-95 per box could be cheaper than document scanning. However, on the flip side, systems like document management storage software and cloud storage help boost productivity when the documents that are needed for consistent and regular use can be tracked down with an easy keyword search. Digitizing documents makes for a much more comfortable and more organized document management system.
Efficiency and Accessibility
Ensuring your document storage system is as efficient and accessible as it can be is important because the old saying goes, time is money. Although ten minutes here and there tracking down your documents might seem like a non-issue, over time, it will add up to thousands of dollars in hourly pay wasted on searching through filing cabinets. That’s why it is wise to hire a document scanning company to digitize all of your documents for easy and organized access. This will help save you both precious time and money.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.