Establishing a workflow for your documents, both paper and digital, can dramatically improve efficiency in your workplace.
Sure, most organizations have some kind of system in place already, but how efficient is it really? How automated is it—in other words, how many processes require manual human intervention? If yours is like most businesses, there’s probably quite a lot of by-hand filing, sorting, and retrieving going on. With the technology we have available to us today, this kind of time expenditure is largely unnecessary.
Let’s learn a bit more about how a document management system, or simply a DMS for short, can save you time and money while mitigating many common office bottlenecks:
The Problem: Inefficient Document Handling Both for Hard Copy and Digital Paperwork
How often are you or members of your team scrambling to find the documents you need? Perhaps scrambling is a little extreme, but without a good DMS in place, it’s reasonable to assume that document retrieval probably takes longer than it really should. And filing. How’s that going?
The trouble with an inefficient document management system isn’t just a matter of time being wasted—there are other potential problems that can crop up, ranging from inconvenient to devastating. For example, many offices still use off-site storage for their long-term archival of hard copy documents, such as a storage unit. What if there was a natural disaster or theft? What kind of information leaks would occur? How critical are those documents, and how long would it take to reconstruct them, if that’s possible at all?
Let’s see how a DMS solves these problems and more:
The Solution: A Streamlined Document Management System (DMS) Powered by Your Xerox Device
Imagine scanning a document and having it be automatically sorted, categorized, and saved in the right digital location. This is possible with most modern document management systems, since they utilize Optical Character Recognition (OCR) technology to read content and classify it. The digitized documents are then made searchable for easy retrieval.
Storing documents digitally, such as on a cloud storage platform of your choosing—nearly all of them will be compatible with your Xerox machine—reduces risks from natural disasters or unauthorized access. Your data, and the data of your customers and employees, can furthermore be encrypted, which will keep data confidential. You can even assign permission-based access controls so that you can choose who can access your files.
Needless to say, this is a better way forward. Is it time to say goodbye to your filing cabinet once and for all?
To Learn More about the Benefits of Improving Your Document Management System, Get in Touch with Our Team at Professional Document Solutions
Improving your document management system—or creating one for the first time—can have a truly dramatic impact on your team’s productivity. No more searching for documents with a client waiting outside the door, no more lost critical information, and certainly no more lost hours spent cataloging and filing away by hand. A “well oiled” DMS is truly a thing of beauty (at least we think so!).
If you’d like to learn more about setting up a document management system custom-tailored to your unique workflows using modern Xerox technology, we’d love to start a conversation with you. Please feel free to contact us at your earliest convenience or, if you’re ready to begin the process of upgrading your office, you’re also most welcome to request a free online quote.
