If you have a business you run, there’s a good chance that you have quite a few documents to manage. These documents can easily overwhelm a company if you aren’t prepared with the right organizational tools. You need a good document management system if you’re going to keep track of all of the files your business handles every day.
There are two ways you can go about organizing files. You can either keep them in paper form, or you can go digital. Today, we’ll compare paper document management with digital management systems to determine which is better for you.
Paper Document Management Systems
Paper document management systems have been around for a long while, and they can be useful in a few different regards. To start, they are easy to use when people around your business aren’t as familiar with how to use digital systems. All documents are physical paper files that can be stored in folders and cabinets, so you don’t need training using a digital system. It’s also good to use a paper management system because there are many legal situations in which you will need to present paper files to others. Otherwise, files won’t get considered as valid.
On the flipside, paper management systems can eat up storage space around your business. In addition, it’s not as easy to send documents to others because sending them virtually is much more efficient. It also becomes tricky when you need to edit documents because you have to leave marks on whatever papers you have. This can do a number on the original copy of any document you have. Lastly, paper documents can be damaged more easily because they are out in the open instead of safely online.
Digital Document Management Systems
Digital document management systems are gaining a lot of popularity, and for good reason too. These systems free up a lot of space around your business, and are much faster to use. Files can also be accessed more easily because you can organize your documents based on your preferences. Thanks to quality control features, you have the ability to show your staff only what is necessary, and you can apply version control so that you can regulate all revisions to documents. Digital files are also much more secure because they are protected online rather than being out in open space.
The only real downside to digital document management systems is the training that could be required to use them, but once you’re familiar with how to use your system, the benefits will far outweigh the drawbacks.
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.