Document Management Systems

Document Management Systems are designed to index, store and allow access to documents in an electronic format. Document Management Systems are fast becoming the focal point of many organizations because of their security features, and user interface access methods which include desktop, internet and PDA and web client. Document Management Systems also allow an organization to reclaim office space and eliminate paper based file storage systems.

What's the Benefit to Businesses?

Moving your paper-based information to electronically based information and having a proper management system for your current electronic data can have many benefits. These are the top five benefits of an electronic document management system.

Efficiency and Productivity

Business processes as simple as storage and retrieval of information can be improved by moving to a qualified electronic document management system. The ability to retrieve a document with the click of a mouse or a simple search query can significantly enhance your office efficiency. Moreover, if you have business processes that need to be automated, an electronic document management system can provide that capability.

Regulatory Compliance

Whether you are concerned with maintaining compliance with client privacy regulations such as HIPAA (Health Insurance Portability and Accountability Act) and FACTA (Fair and Accurate Credit Transactions Act) or you are concerned with complying with regulations that control how you manage your information such as SOX (Sarbanes-Oxley Act), an electronic document management system can provide audit trails, version control, and access control to ensure you are in compliance.

Risk Management

Any IT professional will agree that a strong disaster recovery plan is critical to ensuring your network information is secure from disasters such as fire, flood, or other business stopping events. Paper-based information is more vulnerable to natural disasters than electronic information. An electronic document management system creates a strong disaster recovery plan for your paper-based information as well as your electronic information.

Better Customer Service

Your customers expect information related to their account to be available at your customer service team’s fingertips. Having all the information available and ready to email or fax right from your desktop allows your customer service representatives to provide the highest levels of customer service.

Cost Reduction

Traditional document management strategies can account for as much as 3% of a company’s annual revenue. That can mean up to $300,000 in annual document management costs for a $10 million company. Creating operational efficiencies as well as space and time savings by electronically managing your documents can realize a positive effect on your bottom line.

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