Our Blog: Stuff we think you should know

Managing Company Documents in the Paperless Office

Managing Company Documents in the Paperless Office

Every business produces thousands of documents. Invoices, memos, receipts, and the presence of all the other essential documents creates a situation: where do you store all this paper? The file cabinet was a good solution for this, but what happens when you fill one up? Do you just get another? And another? And another?

Today, there are powerful paperless solutions for businesses that allow them to manage all of their documents digitally. Today, we will look at what solutions are necessary to take your business paperless.

Printing
Before we get into the paperless office, we have to mention that printing costs have continued to rise, and while they may not seem prohibitive to the success of a business, they can force an organization to have a massive line-item in their budget that, with the help of technology, they simply don’t need. Not only do organizations pay for printers, paper, and ink/toner, they also pay for staff to collate all this information and file it away. These costs can add up over time and really hamstring a company’s ability to have quick access to information when they need it most.

Document Management
Document management is the act of storing copies of the documents a business creates/receives in a cloud-based searchable database. Not only does a document management system cut down on printing costs, it also presents an organization the ability to save money in clerical costs.

Make no mistake, implementing a document management system is relatively expensive to begin with, but once the system is in place, the only true cost is that of the recurring monthly cost of the hosting platform. The documents your company creates are saved right into the document management system as PDFs, while any paper documents you have to be digitized into searchable PDFs for them to work on the system.

Document Digitization
Over the past several years is the act of digitizing documents has taken off. Essentially, document digitization is the act of scanning all the documents that a company takes on to store in a database. When a member of your staff needs a document, they simply search the document management system that has been implemented for keywords associated with the document in question.

Security
As with any cloud computing initiative, data security has to be a priority for the document management system. Many useful document management platforms come with integrated access control, while other options utilize biometric security or two-factor authentication for system access.

If your organization wants complete control over your document management system, hosting your own private cloud database is an option, but be certain that the costs of implementing a self-hosted document management system are more substantial, and could be prohibitive to implementing the solution.

With the document management system in place, you can easily access all the documents you need from any location with an Internet connection on any number of devices, speeding up operations considerably.

If you would like more information about implementing a document management system, or you would like to talk to one of our IT experts about the type of options you have for managing your company’s data, contact Haber Group today at 866.625.3560.

How Your Technology Can Help You Prioritize Produc...
Tip of the Week: Don’t Let Downtime Stop Productiv...
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Saturday, July 20 2019

Captcha Image

Mobile? Grab this Article!

Qr Code

Tag Cloud

Tip of the Week Security Best Practices Technology Cloud Privacy Email Hackers Business User Tips Microsoft Business Computing Malware Network Security Software Hosted Solutions Computer Google Productivity Internet Tech Term Communication Data Small Business Mobile Devices Efficiency IT Services Ransomware Backup Workplace Tips Hardware Smartphone Cloud Computing Windows 10 Microsoft Office Data Recovery Saving Money Android IT Support Productivity Office 365 Upgrade Gmail Windows Data Management Managed IT Services Facebook Browser Information Users Business Continuity Social Media Managed IT Services Mobile Device Data Backup Server Innovation Phishing Internet of Things Word Outsourced IT Passwords Windows 10 App Miscellaneous Smartphones Disaster Recovery Employer-Employee Relationship VoIP Business Management Encryption Artificial Intelligence Network Chrome Vulnerability Cybersecurity communications Remote Monitoring Managed Service Provider Analytics IT Support Government Office Tips Managed Service Money Tip of the week Hacker Gadgets BYOD Content Filtering Spam Big Data Applications Website Virtual Reality Save Money Apps Infrastructure Apple IT Management Firewall Data storage Display Unified Threat Management Maintenance Augmented Reality Customer Service WiFi Employee-Employer Relationship Avoiding Downtime Tablet Robot Settings The Internet of Things Printing Two-factor Authentication Access Control Router Automation Virtualization Antivirus Development Bandwidth VPN YouTube Education Risk Management Wireless Paperless Office SaaS Hacking Touchscreen Customer Relationship Management Storage Wi-Fi Retail Business Intelligence Telephone Systems Laptop Holiday Quick Tips Outlook Presentation Company Culture Safety Monitors Scam Chromebook Office Collaboration Solid State Drive Downtime HIPAA Wireless Technology Recovery Networking Operating System Hosted Solution Document Management End of Support Hard Disk Drive Computing OneNote Bring Your Own Device Password Data Security Google Drive Data loss Business Technology Mobile Security Mouse Search Vendor Management Virtual Private Network IBM LiFi Administration Server Management Mobile Device Management Computers Entertainment Mail Merge Microsoft Excel Google Wallet Star Wars Virtual Desktop Desktop Data Warehouse Multi-Factor Security Business Growth Mirgation Public Speaking Voice over Internet Protocol Disaster Shortcut Dark Web Current Events Nanotechnology Buisness Spying Solid State Drives Unified Threat Management Staff Competition Shortcuts Analysis Employee-Employer Relationships Remote Computing Spyware Superfish Language Legal USB IT solutions Optimization Streaming Statistics Cyber Monday Lithium-ion battery Social Networking FinTech iOS Update Address Blockchain Drones Cost Management Troubleshooting Google Calendar Alt Codes Chatbots Dark Data Uninterrupted Power Supply Patch Management Net Neutrality Going Green 5G Screen Reader Social Engineering National Security User Error Printer Wearable Technology Security Cameras Motherboard Halloween Students Computing Infrastructure Cortana Dongle Undo Recycling Human Error Digital Payment Bluetooth Smart Technology Social MSP Scalability Corporate Profile Permissions Marketing Fun Assessment Politics Legislation Typing Identity FCC Smart Tech Application PowerPoint Updates VoIP Deep Learning Humor Managing Stress Managed Services Distributed Denial of Service Hacks Scary Stories Mixed Reality How To Alerts Service Level Agreement eWaste Device Private Cloud Migration WannaCry Fraud Budget Internet Exlporer LED Tech Support IT service Heating/Cooling Comparison Cryptocurrency IP Address Cybercrime File Sharing Title II Connectivity How To Onboarding Computer Care Time Management SharePoint sip Cables Laptops Managed IT Service Modem Sports Slack Data Breach Samsung Firefox Licensing Knowledge Continuity Mobility Cabling Charging Value Hard Drives Smart Office Co-Managed IT Websites Identity Theft BDR Servers Specifications Bitcoin Mobile Office Compliance Network Congestion Online Information Technology IoT Digital Signage GDPR Training Network Management Downloads Best Practice IT Technicians telephony Business Analysis Wires Software as a Service Managed IT Break Fix Cookies Writing Monitoring Hard Disk Drives G Suite Techology Cooperation Google Docs Experience Unified Communications Solar Print Toner Automobile Messaging Digital Lenovo Hotspot Professional Services Refrigeration Work Content Google Maps Black Friday Windows 8 Regulations User Running Cable Motion Sickness Upgrades Gadget Staffing Crowdsourcing Taxes Personal Information Administrator Web Server Machine Learning IT Budget 3D Printing GPS IT Consultant Computer Repair Processors Cameras CrashOverride Relocation Meetings Unsupported Software Printers Tracking Health Cleaning Alert CCTV Emoji Webcam Emergency Mobile Data Electronic Medical Records Work/Life Balance Error Windows 7 Black Market Point of Sale Travel Law Enforcement Domains Mobile Computing Notifications Regulation Twitter Physical Security Botnet Supercomputer