A document management system can streamline your business processes, improving customer service, as well as your bottom line. Time is valuable and must be spent wisely for your organisation to be successful. The more clients you speak with, the more business you do. Income suffers if your employees are spinning their wheels lost in a sea of paperwork. Document management software eliminates this problem by facilitating the efficient management of both paper and electronic documents.
It reduces operating costs by streamlining tasks efficiency. Once documents are scanned to electronic format and stored in a central repository accessible by all of your employees, you no longer need to leave your desk to find information. With a few strokes of the keyboard you can locate and access the data you need.
Improving the speed at which records can be accessed goes a long way toward improving customer service. Time previously wasted hunting for documents can now be spent more wisely on finding solutions for your customers. And accessing their accounts more expeditiously makes them feel as though they are important to you, rather than merely another cog in your money machine. Document management reduces the expenses and headaches resulting from lost information. If you’ve ever lost a customer’s information you know it is a quick road to losing that customer.
Document management software eliminates the costs associated with filing and storing your paper documents. Records that once took time to file and retrieve from filing cabinets, or days to request and obtain from off-site storage facilities, are instantly available from a searchable, organised repository. When added up over a period of time, the savings in employee time alone realised from a document management solution can amount to thousands of dollars per year. It also makes better use of office space and decreases off-site storage fees. The impact on the environment is another advantage of this application. Less paper used equals fewer trees felled, not to mention diminished consequences from the production and delivery of paper.
In addition, the ability to find and share information rapidly, on demand, eliminates many costs associated with vital business operations. Customer service calls are handled with greater speed and efficiency thanks to immediate access to information. Legal, regulatory and compliance issues are more easily managed with greater confidence and mitigation of risk by controls such as limiting access to sensitive documents and standardised document handling procedures.
Perhaps the most important benefit of a document management system is putting an end to lost business documents. And a company-wide set of rules and standardised procedures helps to maintain the integrity of your data, keeping it secure, accessible and easily traceable.