How safe is your data? You might like to believe that the security you have in place is enough to defend crucial information from all kinds of digital threats, but the truth is, there might be weaknesses you can't even see. That's where document management comes in. When you take control of your data, you can shield it from digital and physical risks.
If you've noticed that there are a lot of problems with the workflow and communication inside your company, then you're probably exhausted by the thought of all the steps you'll have to take to fix each issue. Luckily, there's one simple, painless solution that solves current problems and helps you avoid new ones: document management.
IT and Document Management are often discussed as two completely separate things. This might be partly because, in the world of managed services, Document management and Managed IT are treated separately. However, it's a mistake to think that document management has nothing to do with IT. In fact, document management complements a robust IT department in many ways.
It's no secret that healthcare costs are rising, and new burdens placed upon industry leaders to meet compliance mandates aren't helping matters. Not surprisingly, administrative costs comprise more than a quarter of the industry's operating expenses.
How much time do you and your staff spend each day searching for paper files? If you're average, it's about an hour and a half per person. If you store your documents on a computer hard drive without a document management system in place, the search is still pretty long, at almost 40 minutes per document. Either way, that's way too long.
If you've wondered whether or not your small business can afford to convert to a digital office, the question you should be asking is this: Can you afford not to?
A Perfect Match
Small to medium businesses are uniquely poised to benefit from an electronic Document Management solution. With resources often stretched to their limits, SMBs who make the transition to digital processes have discovered benefits that outweigh any perceived downsides. Here are the advantages most often realized:
Making the move from paper-based processes to electronic Document Management is a major turning point for your company, but the decision to break up with paper is just the beginning. The system you choose to get you there is the next crucial step in the process.
Converting paper files to digital formats won't be a step forward if your files are still unorganized and difficult to find. You may save money on document printing, but that's about all you'll gain.
When you started your business, one small filing cabinet or a few digital files were easy to manage, but what happened?
Paper has a way of accumulating rapidly. A few files can morph overnight into unruly mountains of paper with no system in place to find what you need.
If you're still relying on paper-heavy processes and the associated storage systems, an audit could spell disaster. While misfiled or lost paper documents are never convenient, during an audit a lost document could mean penalties and an audit that could stretch on much longer than you'd like.