All businesses have an excess of paperwork. It is a challenge for owners and employees to keep up with all of it, and keep it organized. Many are turning to a secure document management system Philadelphia PA efficiency experts recommend to capture, store, and retrieve their most important files.
There is no such thing as cheap office space. When it's filled with storage crates, boxes, and filing cabinets, you are not making the most efficient use of it. By contrast, storing documents electronically allows you to maximize your office space and use it in the way it was intended. Any hard copies of documents you are required to have can be stored in vaults or in a small storage facility off site.
Most companies have documents that are sensitive and require some sort of security. Storing these documents electronically solves that problem. You can set up tiers of security, allowing only those employees with clearance to have access to sensitive material. Electronic systems track who views documents, when they were viewed and whether any changes were made to them. These systems will even alert management to let them know particular documents have been accessed.
Employees waste valuable company time looking for paper documents. Companies lose twenty dollars every time an employee looks for a paper file, one hundred twenty dollars when the employee has to look for a misfiled document, and two hundred twenty dollars every time an employee has to search for a lost file. Documents that took an hour and a half to locate will be used for approximately ten minutes.
Electronic files may be retrieved by inputting a word or single phrase. It is possible to retrieve whatever portion of a file you need instead of the full text. It is not necessary for you to be physically present in the office to access files. Once your data is online, you can be anywhere on the globe and retrieve it.
Collaboration among employees is a lot easier with electronic data sharing. You can eliminate the need for making a dozen copies at the copy machine to pass them out at your meeting. Everyone who has access to the documents and the internet, can watch while the speaker addresses the issues related to them. It is not necessary for everyone to physically attend the meeting. Employees can make change suggestions electronically. Those changes can be incorporated into the document, amended, or rejected.
One of the main functions of electronic data management is backup and recovery. It won't matter if your building is flooded, robbed, or the victim of an disgruntled employee. All electronic documents have a footprint that can be tracked and traced.
Time is money in business. The time your employees waste retrieving paper files, filing them, and making copies of them is time they could be spending more productively. Good electronic management systems increase efficiency, productivity, and security.
There is no such thing as cheap office space. When it's filled with storage crates, boxes, and filing cabinets, you are not making the most efficient use of it. By contrast, storing documents electronically allows you to maximize your office space and use it in the way it was intended. Any hard copies of documents you are required to have can be stored in vaults or in a small storage facility off site.
Most companies have documents that are sensitive and require some sort of security. Storing these documents electronically solves that problem. You can set up tiers of security, allowing only those employees with clearance to have access to sensitive material. Electronic systems track who views documents, when they were viewed and whether any changes were made to them. These systems will even alert management to let them know particular documents have been accessed.
Employees waste valuable company time looking for paper documents. Companies lose twenty dollars every time an employee looks for a paper file, one hundred twenty dollars when the employee has to look for a misfiled document, and two hundred twenty dollars every time an employee has to search for a lost file. Documents that took an hour and a half to locate will be used for approximately ten minutes.
Electronic files may be retrieved by inputting a word or single phrase. It is possible to retrieve whatever portion of a file you need instead of the full text. It is not necessary for you to be physically present in the office to access files. Once your data is online, you can be anywhere on the globe and retrieve it.
Collaboration among employees is a lot easier with electronic data sharing. You can eliminate the need for making a dozen copies at the copy machine to pass them out at your meeting. Everyone who has access to the documents and the internet, can watch while the speaker addresses the issues related to them. It is not necessary for everyone to physically attend the meeting. Employees can make change suggestions electronically. Those changes can be incorporated into the document, amended, or rejected.
One of the main functions of electronic data management is backup and recovery. It won't matter if your building is flooded, robbed, or the victim of an disgruntled employee. All electronic documents have a footprint that can be tracked and traced.
Time is money in business. The time your employees waste retrieving paper files, filing them, and making copies of them is time they could be spending more productively. Good electronic management systems increase efficiency, productivity, and security.
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