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.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
Company documents that are sensitive in nature, and need to out of reach of most of the employees, are more easily secured with electronic systems. It is possible to create multiple tiers of security that allow only those employees who have security clearances to view any sensitive material. Electronic systems will track the employees who try to view documents and when they tried to access them. Technicians can set up the system to alert management whenever someone tries to access particular documents, as soon as it happens.
Employees waste company time searching for paper files. Even good paper filing systems waste valuable company time. Companies lose $20 every time an employee looks for a file. They lose $120 when employees look for misfiled paperwork and $220 while employees are searching for lost files. Employees spend ten times as much time looking for files as they do reading them.
Electronic documents can be retrieved using a word or a phrase. You can retrieve the full text or only the portion that pertains to what you are doing. You don't have to be in the office to retrieve electronic files. After your system is set up, it's possible to access company documents from anywhere in the world.
It's a lot easier for employees to collaborate when they can share electronic data. They won't waste time at the copy machine making paper copies to hand out around a conference table. Employees can follow a speaker's presentation from remote locations around your office, or around the globe, as long as they have internet and data access. Employees can amend documents simultaneously, making suggestions and corrections all online.
All data management systems have backup and disaster recovery plans. With paper files you always worry about a violent weather event, theft, and employee error when it comes to invaluable company documentation being irretrievably lost. Electronic data can be quickly tracked or traced.
If your employees are wasting time looking for paper files, you are losing money. The time spent getting up to retrieve files and look for the ones that are missing could be used much more productively. You will see a significant increase in productivity and efficiency with an electronic management system.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
Company documents that are sensitive in nature, and need to out of reach of most of the employees, are more easily secured with electronic systems. It is possible to create multiple tiers of security that allow only those employees who have security clearances to view any sensitive material. Electronic systems will track the employees who try to view documents and when they tried to access them. Technicians can set up the system to alert management whenever someone tries to access particular documents, as soon as it happens.
Employees waste company time searching for paper files. Even good paper filing systems waste valuable company time. Companies lose $20 every time an employee looks for a file. They lose $120 when employees look for misfiled paperwork and $220 while employees are searching for lost files. Employees spend ten times as much time looking for files as they do reading them.
Electronic documents can be retrieved using a word or a phrase. You can retrieve the full text or only the portion that pertains to what you are doing. You don't have to be in the office to retrieve electronic files. After your system is set up, it's possible to access company documents from anywhere in the world.
It's a lot easier for employees to collaborate when they can share electronic data. They won't waste time at the copy machine making paper copies to hand out around a conference table. Employees can follow a speaker's presentation from remote locations around your office, or around the globe, as long as they have internet and data access. Employees can amend documents simultaneously, making suggestions and corrections all online.
All data management systems have backup and disaster recovery plans. With paper files you always worry about a violent weather event, theft, and employee error when it comes to invaluable company documentation being irretrievably lost. Electronic data can be quickly tracked or traced.
If your employees are wasting time looking for paper files, you are losing money. The time spent getting up to retrieve files and look for the ones that are missing could be used much more productively. You will see a significant increase in productivity and efficiency with an electronic management system.
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If you are looking for information about a secure document management system Philadelphia PA residents can come to our web pages online today. More details are available at http://www.file-xinc.com/blog now.
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