Most big corporate conglomerates are overworked, hard-pressed for time. A common handicap facing many business people is performing day-to-day tasks as menial and brain-numbing as organizing huge mounds of cluttered papers and filing them systematically. This is when document management services like File and Record Management, Storage, Digital Archiving, Data Protection & Recovery, Disaster Recovery, Record Management Compliance, come in handy. They, not only, save time, money and space, but also, allow people to engage in their areas of endeavor with renewed attention, dynamism and a spirited sense of sensitivity. In other words, Document Management services help a company focus more on its core processes, vastly improving its productivity.
Storing commercial, paper documentations is often exorbitant because they eat up space, which can, otherwise, be utilized by people in a particular organization. To save the space, occupied by papers, companies are increasingly turning to the Document Management System, whisking their documents away to cheaper, secure locations. Moreover, retrieving documents in hard-copies or on microfilm is more time-consuming than recovering the electronic images of documents, stored centrally. A person, accessing his Document Management System, does not need to leave his desk and physically rummage through a huge pile of documents because Document Management System makes all the documents instantly available on the system. A Document Management System can also be effortlessly, cost-effectively and simultaneously indexed in myriad ways, allowing prompt retrieval of files by any word or phrase in the document, which, otherwise, is unfeasible with paper-based documents.
Imaged documents are easy to distribute amongst people, whereas paper documents call for photocopying, when it comes to distribution. Electronic documents can be easily exchanged via net or email in a systematic, disciplined manner, significantly reducing inordinate delays and the overhead costs in relation to distribution of paper-based documents. Paper documents are relentlessly exposed to external threats- the wrath of disgruntled employees, identity theft and encroachment, to name a few. A DMS, on the other hand, guarantees absolute confidentiality and security of the client’s sensitive information, which is, otherwise, impossible with paper-based documents, left unattended and cluttered.
Document Management System, by virtue of its failsafe archives, is disaster-proof and provides back-up support to documents for offsite storage. Document Management System based documents remain safely tucked away in a central archive from the prying eyes and can be recovered as and when necessary. No hidden costs of lost documents and their recovery are associated with the Document Managment Systems or services because imaged documents do not run the risk of getting lost or misplaced or misfiled. On the other hand, it’s difficult and expensive to have back-up records of paper documents. They are irretrievable and irreplaceable in the event of a theft, encroachment or disaster and can cost the company millions.
Document Management System obliterates the risk of non-compliance fines by enabling organizations to validate their stored information and abide by all the rules and regulations. New or modified documents can be effortlessly shared across departments and physical locations; as a result the value of information increases two-fold. Legislations, worldwide, require industries to strictly follow certain procedures of record-keeping. As for instance, it is mandatory for financial companies to prove that their information is intact and compliant with Sarbanes-Oxley. In the same manner, medical organizations need to establish that their records are HIPPAA compliant. Document Management System comes in handy for regulated businesses that need to abide by certain regulatory laws.
Businesses, these days, are unremittingly faced with risks, disasters and uncertainties, which can get worse by the destruction of critical information, in the wake of an uncalled-for disruption. A Document Management System acts as an accident buffer, protecting data from absolute collapse and guarantying smooth business continuity.