Remember decades and maybe centuries ago when you are trying to look for an old document, let’s say in your local registrar, and you are asked to come back another week to have it? It may be good for those people who are nearby the office and can just drop by anytime of the day. What if you live miles away and going back is a waste of time, effort and money? What will you do if you are in the midst of doing your presentation and you miss printing out an important detail? You excuse yourself for a minute that may take probably 30 minutes since the file that you need is a year old and you cannot seem to find it.
Business document management is a system that almost, if not all, small to medium enterprise and big corporate do all their paper works – that includes contracts of new hires, existing employees, suppliers, clients, minutes of the board meeting, incoming and outgoing of the people accessing the files and so much more. Before the turn of the century, people rely on papers. Tons and tons of paper are being used, thrown away, recycled and reused again since scarcity of trees for papers becomes an issue. Brilliant minds then start to think of how to have a paperless day.
Fortunately, with the onset of modern technologies, digital document management is invented and innovated in the sole aim of helping businesses of different mediums to lower down hidden costs and increase productivity.
More space, more freedom, saves money Always remember that the bread and butter of a certain company are its employees. All the money coming in is possible because of the hard work of your workers. Make your employees happy by providing them more space to work and to move around the office. For this to happen, all you should need is a space for a computer table and a chair. If there is more space in the working area, your employers are not congested thus they have the freedom to roam and they feel healthy.
Digital document management eliminates the need for steel cabinets, shelves, folders, paper clips and all those things. The overall impact is the company being able to save money. The money can be saved for more productive allocations or it can be used for your employees’ incentive. Buying a piece of paper may not mean at all because it only costs cents, but, you may be surprised when you check the monthly expense report that you have used 10,000 pieces of paper and that can be a hundred bucks.
Another way to look at it is to eliminate the need for more workers to do certain tasks. If one person is assigned to control the incoming and outgoing of documents, DDM can do that accurately. One person’s monthly salary is ousted thus allowing the company to save money.
More time to be more productive If done manually and in a room of shelves full of files, folders and documents, how much time is consumed looking for a single document only? 10 minutes? 20 minutes? 1 hour? With the birth of DDM time can be spent productively by your employees. It enables the workflow to be faster and workers can now work efficiently and effectively. Waiting time is over and with DDM more thorough and accurate information is stored, processed and provided. Time that is spent in looking for a single document is now used further in other productive activities.
Steve Breault “DocMeister”