Why Document Management System Is A Necessity And Not Just An Option

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copier-and-printer-sales-and-rental-west-palm-beachRight now, virtually all the offices in West Palm Beach, South Florida, and other parts of Florida probably have both copier solutions and print solutions in their offices. The biggest problem with dealing with papers is waste of time. Do you have any idea how much time your employees collectively waste with papers?

Go through some of the disadvantages below so that instead of expending resources on both copier solutions and print solutions, you will be thinking towards the installation of a document management system. If you know how much time you have been wasting with the use of papers, it will hurt you badly.

Without further ado, here are a few reasons to shift from papered transactions to the use of document management system so that you will make use of fewer or no papers.

Cost of papers and print devices

Quality paper does not come cheap, they are quite costly. You have to buy them regularly. Some companies have decided to print on both sides of the papers to reduce paper consumption. This is not an efficient solution because you can only do that with internal documents. You will definitely print on only one side of the papers for outbound documents because that is the standard.

In addition to that, you also have to buy and maintain your print devices. The worst part is that you will continue to replenish their ink/toner. You won’t need all that when you shift to document management.

A lot of time is wasted on document retrieval

It takes about 1 to 3 minutes to retrieve a document from your desk and about 10 to 15 minutes to retrieve it from a file cabinet. The time wasted can even be much more than that if the document is being used by another employee. The figures above hold true for recent documents not for very old documents. If for some reasons like account reconciliation, an employee needs to get a document that was filed over a year ago, it will take him much more time.

Since documents are retrieved everyday, you will be losing so much time on a daily basis. This will have a negative impact on the collective productivity of your employees.

You could lose all your paper documents

Do you know that it is possible for you to lose all your paper documents completely to either fire or flood? It will take a raging fire less than 30 minutes to burn down all the files that you accumulated over several years. Nobody prays for it but it does happen once in a while.

Safety hazards

Employees can accidental stub their toes on a file cabinet lying in the hallway. Sometimes an employee that is picking up some files from a lower drawer may forget that he left the uppermost drawer open and hit his head on the draw while getting up.

The good news is, you can get rid of all the challenges by shifting to document management. Why not begin to make plans to get a document management system today?