Could your document management system use an upgrade? If you’re still keeping track of your records with file folders and piles of paper, the answer is almost certainly yes. You’ll be ready to make the switch once you learn the benefits of electronic document management systems.
Benefits of Electronic Document Management Systems
Document management may not seem a high priority in your office, but it’s an essential function of any modern workplace. No matter what sector you work in, your place of business likely generates hundreds of documents a year in the form of client records, office memos, employee guidance, and more. Keeping track of those documents and handling them appropriately is essential to running an efficient office, so having the right system in place is also crucial. For many offices, digitizing their documents and creating an electronic document management (EDM) system can provide the needed structure. Do you know the benefits of electronic document management?
EDM Systems Ensure Documents Are Handled Correctly
Does your office work with sensitive customer information, like credit card numbers or other protected data? If so, you have the ethical responsibility to protect that information by storing it appropriately and disposing of it safely. An electronic document management system will allow you to do this by centralizing and safeguarding your data. You can also set rules around storage and disposal, and easily keep track of documents through every step of the process. No more guessing where specific files are, hanging onto old file folders “just in case,” or being surprised by missing documents in the case of audits or compliance conversations. EDM will make your job easier and give your customers peace of mind.
EDM Systems Make Information Accessible and Easy to Use
Is there anything more frustrating than updating a commonly used paper document in an office setting? Not only do you have to take time out of your day to ensure employees have access to the new version, but you have to be ready to troubleshoot if they accidentally use the old one or otherwise work with outdated information. These mistakes can lead to embarrassing moments with customers and other outside partners, not to mention general confusion and wasted work time. EDM makes it simple to find materials and track documents by version, cutting down on employee mistakes and wasted work time. No more shifting through old filing cabinets to find a form or file’s “right” version. EDM makes it as easy as clicking a button.
EDM Systems Make Cross-Department Collaboration Easy
Efficient collaboration is the lifeblood of the modern business world. Unfortunately, if you’re relying on outdated document management systems, collaborations can get complicated. For example, consider what happens when a document is passed along an email chain for review. Multiple versions of documents can be created, vital feedback can be accidentally disregarded, and the proper document can get lost in the shuffle all too easily. Meanwhile, with an EDM system, all that employees have to do to work on a document together is to access it from their workstations and save it in a centralized location. EDM even makes it easier for managers to track the progress of documents and projects. EDM lets your employees apply their creativity and efficiency to solve problems for your business instead of managing documents, saving you time and money in the long run.
The benefits of electronic document management systems are significant, so don’t miss out. Contact CPI Technologies today, and we’ll help you bring your archaic systems into the digital age.
Since 1963, CPI Technologies has been offering IT services and office technologies custom-designed to meet the specific needs of our customers. Our services include Managed IT, Managed Print Services (MPS), Electronic Document Management (EDM), data backup, network security, VoIP phone systems, and more. We also offer top-of-the-line office equipment, including printers, scanners, fax machines, shredders, folders, collators, and all-in-ones. Let us show you how we can increase your office’s efficiency and productivity. To get started, please request a quote or give us a call at 800-337-2679.