There are countless benefits to turning your office down the path of environmentally conscious business practices. Going green is better for the environment and your bottom line. One important step you should take is to alter how you manage files and documents. The standard solution was walls of file cabinets and the hope that your staff would keep things orderly. However, a better solution is document management software. Not only is it green, but it also reduces paper waste, saves space in the office, and makes your team more efficient.
Automated Systems
If one of your goals is to free up your staff?s time and help them become more productive, then you need a system with automated electronic workflows. With straight-through processing, or STP, getting the files organized is simple. Extremely accurate, the files are routed to the proper users and can be accessed from multiple locations. You can be assured that files are stored properly and that all documents comply with privacy regulations.
Data Protection Guaranteed
Regardless of the business you are in, you probably have data that must be secured and protected. This includes everything from employee and customer contact information to corporate information. Look for a system with rules-based document retention and complete rights management to ensure better security. You should have granular rights assignments that will allow you to give different employees different access levels. Make sure the program can be easily audited and that you can track history and activity. These extra features will provide you with the security you need.
A Central Repository Saves Money
Highly efficient, a central repository allows you to store everything on one device without resorting to multiple backups. Information is readily available, easily shared, and safe. There is no need to dedicate floor space to files, and your staff will spend less time searching for documents and more time working.
Small Size, Big Capabilities
Even if you have a small business enterprise, you may still need the advanced systems normally available to larger businesses. With the right document management system, you will have everything you need to carry your business forward. This is vital for seamless transitions as your employees focus more on expanding the business and less on filing papers.
Integrated with Existing Applications
Unless you are using obscure software currently, you should be able to purchase a data management system that will integrate beautifully with your existing systems. The goal is to provide a seamless transition that will boost productivity and help your business grow. With the right system starting out, your team will enjoy an easy transition and will get up to speed faster.
The old way of filing and maintaining documents was time consuming and cumbersome. Many businesses had to employ aids and interns who spent their days doing nothing but sifting through files to locate important documents. Easily jumbled and turned into a mess, the files could become a hindrance to work flow and productivity. With the right data management system, you can help your team become more productive while protecting your important files. It?s a great move for the environment, and it?s the best move for your profit levels and overall success.
Joseph Neal is a business consultant and tech blogger who utilizes cloud services to send large PDF files.
Featured image courtesy of cogdogblog
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