Document Management - Best Practice For Ambitious Businesses
For any growing business, document management is a hot topic: as soon as youre employing
more than one or two people, saving, storing and retrieving documents becomes an integral part of good business practice because many hours of productivity can be lost searching for files and folders. Furthermore, good document storage is integral to the security of your companys most sensitive data.If document storage is a headache for your business there are some simple steps you can take which will go a long way toward improving the situation. They can include implementing strict naming conventions for computer files, creating a master storage drive on your intranet system for all company documents, and ensuring that your paper filing system is well managed.However, as your organisation grows youll probably feel the need for complete peace of mind when it comes to document storage, security and retrieval. In order to get this peace of mind it is well worth investing in a robust, professional document management software package.
Document management software has several benefits: firstly, it acts as the first line of defence against hardware and software theft, fraud and file corruption. Keeping up-to-date document backups in a secure location is a challenge for businesses of all sizes but a good document management system will automatically guarantee complete security by encrypting and storing all files in a remote location.
Secondly, you can tailor a document management system to suit the requirements of your business: for example, if you deal with lots of paper based files you may need archiving space as well as virtual storage, and if your data is particularly sensitive you may wish to invest in additional security measures. If you find a document storage company with adequate expertise and experience, such as Capita TDS, their consultants will help you to define your storage needs before you invest in the relevant software.
The third benefit is, of course, increased efficiency for your staff, which will certainly lead to greater productivity for your business. Document management software creates a centralised, easy to update area for all professional files and folders, eliminating the need to search around for the latest version of a lost document, or even reproduce documents because the original is lost in the depths of a hard drive.
The final, and perhaps greatest advantage of a comprehensive document management system is long term consistency: you can set up a simple document management system in a day but managing, improving and maintaining it over time will be the key to its success.
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