It is a known fact by now that Document Management Solutions can simplify the process of document management and enhance organisational processes. However, implementing this idea can be a daunting task. Taking stock of all your documents, digitizing the physical copies and moving to the electronic platform is indeed a Herculean task. This is when DMS experts come to your rescue. All you need to do is outsource document management to them and stop worrying about the technicalities of the transition. Whether it’s setting up storage facilities or avoiding risky errors, outsourcing document management to a trustworthy and professional DMS service provider is definitely the right choice to make. Do you still want to give it a second thought? Let us help you to take the right decision. Listing down the 6 reasons why you should outsource document management. Continue reading 6 Reasons to Outsource Document Management Right Now!
Security is an imperative topic in document management solutions. In fact, most enterprises choose to go for an electronic document management solution primarily to ensure files are defended against physical or virtual threats. So what’s in a DMS that makes it such a secure tool for document management? We’ll tell you. Here’s a rundown on the five major elements that assure the security of your documents.
- Orderly Circulation of Documents
Many customers who see potential in using document management solutions often find themselves puzzled while making the choice between cloud-based or in-premises installation. While making this crucial choice, you need to familiarize yourself with the differences between the two, along with their pros and cons. Once you acquaint yourself with your options for installation, you can make a choice that suits your organization best. Here are 7 important factors for consideration that will help you decide between cloud-based or in-premise document management solution.
1. Type Of Organization Continue reading What’s Ideal? In-Premise DMS or Cloud-based DMS?
ShareDocs Enterpriser is an ideal match for your pile of documents. Noted. Now that’s something almost every document management solution can help you with. Then what actually makes ShareDocs Enterpriser stand above its competition? Its capability to auto-link documents to one record. True that! We’ve proposed this solution to so many HR teams and consulting firms and we have them coming back to us with “immediate deployment” emails!
The simple reason why this is happening to us is the fact that we’ve understood their need. Continue reading This is the reason why so many HR teams are insistent about deploying ShareDocs Enterpriser
Estimate current document handling and storage costs. To find out how much is currently spent on a monthly basis to handle paper documents, list down the following: number of employees who handle paper documents, their average hourly salary, and time spent by each employee retrieving documents, making copies, recreating existing information, and faxing documents each day.
Estimate also the number of paper copies generated each day (pages), cost per copy (paper, toner, ink); amount spent on physical offsite storage per month, hours spent accessing this offsite storage and amount spent on filing supplies; as well as the amount spent on overnight delivery services and postage per month, or the number of faxes sent per day.
This exercise would give you a rough estimate of the labor, copying, storage and distribution cost of a paper-based office. You would be surprised at the staggering cost this exercise on a daily, weekly or monthly basis.
Estimate the impact of a document management system on your operations. For each cost item you identified in Step 1, estimate how much of a reduction can be expected as a result of implementing ECM. It would be helpful to forecast a best-case and a worst-case scenario. For example, reducing time spent filing documents by 75 percent could be the best-case scenario, while a 50 reduction may be a worst-case scenario.
Multiply the savings (percentages) by your initial cost factors. This provides a best- and worst-case scenario of the monthly savings that your unit will realize as a result of more efficient content management.
Estimate the costs associated with ECM. The costs of software, licensing, hardware (and maybe employee training) must be factored in. However, they will vary significantly from department to department or from organization to organization, especially in the area of conversion expenses (i.e. document imaging required to convert paper documents into digital files).
Calculate ROI. The return on investment should be the net annualized document handling savings divided by the total ECM costs, as a percentage. Using best- and worst-case scenarios should enable you to arrive at a high and low estimate for the ROI.
Take a look at your desk and around your office. Do you see stacks of paper that are creating confusing clutter and taking up space? Does it always seem to take forever to find the document you’re looking for? Is a lack of organization caused by a paper avalanche making you less productive than you should be?
The good news is that you can easily reduce the amount of paper flowing through your office with the help of paperless document management software from ShareDocs Enterpriser. Our intuitive paperless office solutions allow you to easily capture, store, manage, share and protect your critical business data, so you can dramatically improve your file management process and save time and money.
Paper is obsolete. Technology is no longer a revolution; instead, it is something that has become intrinsic to modern society. Computers are the size of your hand, people are more connected than ever, and printing, filing or mailing documents is something you should never have to do again. As a business owner, it’s time for you to take that next step and finally utilize paperless systems. There are countless advantages, and you’re sure to love the instant impact it can have on your company.
- Instant Savings
The best business decisions are the ones that save you money, and choosing a system like ShareDocs Enterpriser absolutely falls into that category. You’re wasting money every day on paper, ink, and other printing supplies, not to mention the cost of storage space, cabinets and physical filing systems. Digital files are free once the hardware is in place, and you can forget about expenses like printer repair jobs.
- Top-Notch Organization
Even without the significant savings you’re sure to experience, you’d still love a paperless document management system because it is simply superior to a physical system when it comes to ease of use and organization. Looking for old files in a physical cabinet can be frustrating and can take hours, and you still may not find what you need. With a virtual system, you can search by date, file name or keyword, and you’ll have your results in seconds. Best of all, you can do that without setting foot inside of the office.
- Sharing and File Transfers
You know how connected the world is with social media and instant communications, and your document management system needs to be up to par. With a virtual system, any file can easily be securely shared directly to another computer within seconds. With cloud-based systems, any user with the proper interface and permissions can log on from any location and access files. Sharing has never been so safe and easy, and you’ll love how free-flowing information helps any business function at a high level.
- Next-Generation Security
Additionally, a system like ShareDocs Enterpriser offers unprecedented safety and security. Audit trails mean you know exactly who has access to the files and enables compliance with document regulations. Also, you can determine permissions levels—who can see, edit, and share files is within your control. Even which files each user can see is predetermined and controlled by the system, giving you privacy, security, and control.
- Total Loss Protection
Finally, you’ll love how a virtual system ensures that your documents and records are protected from any physical dangers, such as a fire or a flood. While the physical damage to the offices will need to be repaired, your company will retain cloud-based documentation so that business-as-usual isn’t interrupted, and you don’t miss a beat.