Common document management system myths debunked

Common document management system myths debunked

Businesses are always wary about implementing new technology, especially when they don’t fully understand what it’s capable of. Document management systems (DMS) help businesses streamline their operations and save money on paper. But despite these benefits, companies are slow to adopt this technology because of all the myths and misinformation that surround it.

Small businesses don’t need it

Many business owners think their operation is too small that installing a DMS would be pointless. While it’s true that small businesses use less paper than a large corporation, it doesn’t mean they don’t need a Document management system. According to a recent study, the average office worker uses over 10,000 sheets of paper per year. That’s a lot of paper, whether it’s for a 10 or 100-person operation.

Small businesses also face the same document management issues that large corporations do, especially regarding finding, moving, and securing files. By implementing cutting-edge DMS like PaperSave, small businesses get a robust system full of useful features, including advanced search functions for finding specific files, workflow automation for routing documents to various employees, and industry-standard security tools.

Going paperless is a hassle

Digitizing records is a bothersome task. Besides scanning stacks of paper, you have to specify whether the scanned file is a contract, form or invoice; name it, and store it in the correct folder. This is a full-time job in itself!

Even though going paperless requires some time commitment, it’s not as bad as most people think it is. An intuitive, high-quality DMS should have document capture features that automatically index files and store them in a central database. Once the files have been processed, you only have to type specific keywords and phrases to pull up the one you’re looking for.

It will take years for DMS to pay off

Another misconception with DMS is businesses won’t see immediate benefits. If implemented properly, companies can expect significant productivity and profitability gains within the first 12 months.

With document search and workflow automation features, you can distribute invoices and retrieve important records faster than manual, error-prone filing systems. What’s more, digitizing your documents means you’re not misspending your budget on paper, file cabinets, archive rooms, and maintenance.

It’s not secure

If you’ve read our previous blog on DMS security, you’ll know that this is simply not true. While paper documents are not exposed to the dangers of the internet, there’s little you can do to secure them other than locking them in a file cabinet.

Cloud-based DMS on the other hand are protected by multiple layers of security. Instead of storing your data in-house, they’re stored offsite in encrypted, geo-redundant servers. This means in the event of a cyber or natural disaster, you’ll still have access to your data provided you have an internet connection. You can even set access restrictions for certain documents depending on the user’s role, department, and device to minimize data leaks.

In addition to state-of-the-art security controls, cloud DMSs are equipped with record retention tools and auditing features to ensure compliance with industry regulations like HIPAA, ISO, and FERPA.

Everyone will use it immediately

Keep in mind that not everyone will be inclined to use the DMS right away. After all, old habits die hard, which is why you should teach and remind your employees about the benefits of using a DMS and how to properly use it. Most DMS providers offer free demos and tutorials of their software, so sign up for a PERSONALIZED DEMO with PaperSave.

PaperSave offers robust document management features your business can’t overlook. If you’re still not convinced, read our FREE eBook: Why every business should go paperless!