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4 Benefits of Creating a Digital Document Management System

October 30, 2012

At Pacific Office Automation, we believe that a digital document management system is essential for organizations to stay up to date on the latest, most innovative business processes. Whether you are a small, local business or a large corporation, a centralized document management portal can help your company grow, develop, and run smoothly every day. Still don’t believe us? Here are 4 benefits of creating a digital document management system for your business:

1. Storage: Going digital is an easy way to save space. Print documents can quickly build up, making storage difficult and space limited. Print documents are also easily damaged and are sensitive to fading or wearing with age. Moving to a digital records management system is an easy way for your organization to save space and preserve sensitive documents over time. 

2. Time: Imagine combing through manila folders and file cabinets searching for records, client information, or invoices. Even with an immaculate organization system, it takes time to hunt through files and printed documents to find exactly what you’re looking for. In today’s fast-paced world, sorting through physical files is no longer feasible. Doing so is time-consuming and time is money. By moving to a digital document management system that houses all your important documents online and allows users to find what they are looking for in a few clicks of their mouse, you can save your organization valuable time and create a more efficient workflow.

3. Access: Moving to a digital document management system provides easier access to important documents, faxes, notes, emails, graphics, and letters. With customized organization systems, everything you need is filed appropriately and readily available. No more picking through documents in a records room or waiting for help accessing archived documents; going digital provides an ease of access that was previously unavailable.

4. Security: Moving to digital records management and creating a system in which documents are more accessible does not mean that you have to sacrifice security. On the contrary, digital records management provides increased security because it allows managers and business owners to restrict access by password and keep sensitive documents protected. With less paper documents and loose files to keep track of, your company can crack down on document security and offer the best digital protection available.

For more information about moving your organization to a digital document management system, contact Pacific Office Automation today. We provide a free workflow analysis to help develop custom solutions for data protection and records management. Problem solved!

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