With buzzwords continually sweeping through the corporate world, it’s no surprise that the notion of document management solutions has become popular. These solutions offer a way to securely handle large amounts of confidential documentation. A reliable document management system can turn a mediocre company into one that consistently yields positive results.
Not only do document storage solutions offer an efficient and reliable way to store and manage documents, they also ensure that employees spend their time productively. Perhaps you have a selection of confidential documents that you’ve neglected to organise, or your staff is spending too much time trying to bring order to your archives, it may be time to investigate a document management system.
Here is the document management system explained:
What is it?
A document management system is a method of document storage, filing and destruction. The process is often outsourced to specialists who either store the hard copies of your documents in secure, element-proof boxes or conduct a process where all documents are placed onto digital storage devices and are then archived in specially designed boxes and vaults. These documents are then kept off-premises, which are available whenever you need them. By contracting to a document management company, you are also able to grant access authorisation to certain parties and keep tabs on who and how often they request or access the documentation.
What are the benefits?
The benefits of archive storage reach beyond the convenience of having an outside company assist in organising your documents. Here are a handful of both long and short-term benefits:
- Secure and monitored storage of confidential documentation.
- Efficient filing and recording of documents and archives.
- More efficient and effective staff productivity.
- Quick and hassle-free destruction of documents.
- Efficient services i.e. Scanning, indexing, data capture and mailroom services.
Is it really reliable and secure?
Service providers that offer document storage solutions are held to the highest standards of confidentiality and security. If you find that you’re worried about confidential documents landing up in the wrong hands, chat to your service provider and ask them a variety of questions regarding their security. Most warehouses are monitored by CCTV cameras, have limited access and ensure the utmost security for all of your archived storage needs, whether you opt for digital or hard copy storage.
If you feel that you’ve neglected your documents, opt to find a service provider that offers a reliable document management system that will turn your company into one that thrives.