Here are reasons why you might not want to use a paper document management system.
Many companies these days have moved to virtual means of managing their files. There are other companies, on the other hand, that prefer to stick to keeping their files on paper. While paper document management has worked in the past, there are a few reasons why it might not be preferred nowadays. Here are reasons why you might not want to use a paper document management system.
Papers Eat Up Storage Space
A paper document management system might work temporarily, but it gets more difficult to manage papers as they continue to pile up around your business. The more papers you have, the more storage space you’ll need. This means you’ll have to expand the amount of space your business has, which raises property costs.
Another option you can use is to have a third-party company store your files at a separate site. Even so, you’ll still have to pay extra for this service, and it might take a while before any documents you need actually get to you.
Concerns With Document Security
Document security is a top priority for any business. With a paper document management system, there are a few concerns that put your company’s files at risk. Paper files can be lost more easily than ones that are stored in digital servers. You also have to worry about potential disaster situations, such as floods and fires, which can destroy your documents.
Editing Files Becomes More Troublesome
Sometimes, you might want to make changes to your files. Digital files can be edited with relative ease, and you can share these edits with other people in the blink of an eye. With a paper document management system, you’ll have to rewrite whatever document you’re editing any time you want to change it. This makes editing files much more of a hassle.
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.