Every organization has some form of managing their documents. Unfortunately, many times it feels like we are the ones being managed by the document. If you are spending too much time and money in searching, finding, retrieving, storing, and processing the documents in your office, maybe its time to think about SmartSearch.
According to Lauren Ford of Square 9 Software, here are some tell-tale signs that you may benefit from SmartSearch.
Save time digging through filing cabinets with the instant search and retrieval provided by Document Management software. Improve customer satisfaction as questions can be answered in real time, and employees no longer have to hunt through boxes of files. Wouldn’t you like to clean off that messy desk? Digitize invoices, contracts, handwritten notes, etc. to eliminate lost, misplaced, and duplicate paperwork. Cut operating costs and improve productivity, through compatible software integration with existing line-of-business applications. Don’t compromise the reputation of your business over untimely production of information.
Document Management software is often initially used to control office administrative processes of human resources, accounting, and operations. Accordingly, the potential for human error is removed, and software integration capabilities streamline document creation and transporting. Document Management systems permit automatic retention for optimal records supervision, allowing secretarial employees to apply efforts elsewhere. Also, consider the costs spent on bulky filing cabinets. How much are you spending on office rent expenses in off-site storage sites? With Document Management systems, conveniently store all documents electronically in a single location. Off Site storage can be eliminated, and your company can make better use of on-site space.
Consider the course of documents within your office. Are you constantly hounding down managers for order approvals? Are forms often misplaced or forgotten? Don’t limit your work-flow with manual document handling, streamline the flow of tasks to reduce errors and redundancy. Document Management work-flows can automate routine procedures providing consistent processing throughout your office. Create tasks to automatically notify a manager for document review or approval, without ever leaving your desk. Mobility functionality lets users execute work-flow actions on the go from a mobile device. Regardless of company size, document work-flow can eliminate time wasting and costly manual business procedures.
Do you have strategies in place to protect confidential documentation from unauthorized changes or disaster? A Document Management solution gives the ability to back up your records automatically to an off-site location. You can also see who viewed, printed, or changed a document at any point in its life cycle, adhering to industry specific compliance requirements of privacy, audit histories, and accountability. In the case of disaster, regular automated backups assure that your corporate information can still be accessed over the web. As legal regulations become stricter, it is more difficult for a paper-based company to follow accountability measures. Don’t close your business doors after a catastrophe, utilize the disaster recovery solution of Document Management.
If you would like more information on SmartSearch to see if your organization could benefit from an award winning document management program, please contact us or call your local Lang location. If you would like to view a 10 minute demo video click here.
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