A well-implemented document management system (DMS) brings great benefits to an organization. Operating at its best, a smooth-running DMS helps your employees maintain focus, keeps your business-critical processes running smoothly, and enables your organization to deliver quick and efficient customer service.
According to IBM, an unfathomable 2.5 quintillion bytes of data are now being created every day. But data is about more than size. The powerful insights it contains can only be grasped if you know how to store and access it. With advanced automation brought into the mix, you can gain massive value from big data.
Growth is a common goal for businesses. But as your operations grow, the volume of digital files and written communications you’ll have to process and store will also grow. Extended storage space is essential for maintaining it all, and a document management system (DMS) is essential for efficiently handling it.
Thanks to the ever-evolving technology, vendors’ are able to offer powerful systems through Software-as-a-Service (SaaS) models; once available only to large corporations. Today, SaaS are increasingly becoming available to small- and medium-sized businesses (SMBs).
But not all vendors and SaaS solutions are the same.
Even in slow-changing industries like the legal sector, where regulations and the momentum of the status quo can obstruct the implementation of newer, more efficient technology, the need for paper documentation is becoming increasingly rare.
Digital records are actually inherently safer and more secure than their printed counterparts.
These days, metrics are everything. All things can be quantified, optimized and improved. How are you analyzing the success of your digital work environment? What metrics are you collecting?
Here are some of the best practices and metrics to make sure your workplace and workforce are efficient and successful.
The amount of information a company needs to store, track, and utilize on a daily basis expands every year. If you’re still using printed documents to conduct business; then alongside this the growing pile of paper are the rules and regulations that in just about every sector, dictate how things can and cannot be stored, shared, disclosed, etc.
Once you’ve realized the obvious savings in time, space, and cost of digitizing your paper documents, it’s time to start scanning. Files can be saved in a number of ways and saved in a number of formats (e.g., PDF, TIFF, JPEG). Planning this all out beforehand will ensure a seamless document scanning project.
Your business has realized all the benefits of going paperless: It’s earth-friendly, your documents are searchable with a few keystrokes, and your office is uncluttered. That’s about all there is to it, right?
Wrong.
If that’s all you think going paperless is capable of doing for you, you’re probably not taking advantage of your files’ metadata.
On-premises servers may become more cost-effective after the five-year mark and keep running when the internet isn’t, but that’s about where the advantages of on-premises solutions, which are quickly becoming antiquated, end.
Because budgets are usually made annually, the lower upfront costs of Software-as-a-Service (SaaS) solutions are usually a safer bet when planning yearly budgets — they can be adjusted as businesses and market demands change, for one.
