Despite the movement towards a paperless business environment, most organizations still rely on paper documents on a daily basis. Keeping track of these documents can be challenging, but a document management system (DMS) can help to restore order to your business, with solutions to capture, store, and retrieve documents with the touch of a button. Read on to learn more about the benefits of a DMS, and how it can help your business to succeed.
1. Increased Security
Paper documents are at risk of being damaged, stolen, or copied, while an unsecured network may expose electronic data to hackers or cyberthieves. A DMS enhances security measures by providing control over document access by groups or individuals, with audit trails to show when, and by whom, a document has been viewed or altered.
2. Smaller Footprint
Free up office space normally used to house filing cabinets and boxes by converting documents to digital copies for secure online access. Hard copies can be stored off-site at a secure, less expensive location to save space and money.
3. Ease of Retrieval
A DMS allows users to review, share, and edit documents from any location with Internet access, and quickly and easily locate documents online. When you consider that it costs an average of $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document, this can quickly add up to real savings.
4. Enhanced Regulatory Compliance
Non-conformance of regulatory standards can lead to fines, loss of license, and potential criminal liability. A DMS helps to reduce these risks with features such as automated retention schedules and storage and classification capabilities.
5. Greater Collaboration
A DMS allows authorized users to easily view shared documents through email or cloud access, with controls such as document permission and monitoring. Optional version control lets you recover older versions of a document in the event of unauthorized or unnecessary changes for added peace of mind.
6. Secure Data Backup and Recovery
In the event of a fire, flood, or other disaster, paper documents may be lost or destroyed, highlighting the need for secure backup and recovery. A DMS can help ensure your information is safely archived in the cloud, and centrally stored to prevent lost or misfiled data.
Contact us today and let us show you how a hubTGI document management solution can help you manage, share and protect your information.