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Is an Offsite Document Storage Facility a Good Idea?

When looking for a good document storage option, you have to consider various things – the cost, the security, the ease of access and the regulatory compliance are just a few of those. One thing is certain – onsite document storage can be troublesome, especially if the archive is bigger. As a result, companies will often consider the use of an offsite document storage facility. While such an option will make sense under specific circumstances, it isn’t always the best document storage possibility. The Offsite Storage Cost Obviously, the cost of offsite document storage is one of the first things to consider when thinking about the option. Document storage service providers determine their prices in different ways. Usually, there is...
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Some of the Most Prominent Document Management Trends to Expect in 2018

Document management is evolving all the time. New technologies like cloud computing have made it possible for companies to get rid of the document filing cabinets. Cloud-based document management allows for effortless version control and accessibility from just about every location. The document management revolution doesn’t end there. A number of impressive new document management trends shaped up 2017. In 2018, document management will be transformed even further by a couple of powerful developments. Client Integration Will Become Even More Prominent One of the document management areas that has remained underdeveloped so far is client portal integration. Some of the 2018 document management trends will revolve around it. For many businesses, giving customers effortless access to documents of interest is...
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Essentials to Examine When Choosing a Document Scanning and Management Company

Have you made the decision to move on to a digital document management system? That’s great news and your business will soon see the tremendous benefits that stem from the decision. As you probably know already, you need a good scanning service to begin digitalizing your document archive. While some companies attempt to handle the task on their own, others hire document scanning professionals for the purpose of completing the job quickly and efficiently. Choosing the right document scanning and management company is all about a bit of preliminary research. Based on your individual preferences and the budget you want to dedicate to archive digitalization, you may want to consider these essentials prior to moving on to the next step....
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How Much is Old-School Document Management Costing Your Business?

Some companies go for contemporary document management solutions because of convenience. Others want to create a particular image for their brand. These are legitimate reasons but there’s an additional important factor to consider – the cost of old-school document management. If you are running a small company, a startup or a business that’s currently experiencing some financial troubles, you may want to introduce a document management change. So many entrepreneurs and business owners don’t understand the costs of document management when getting started. Let’s take a look at the traditional approach and the sum that businesses get to save when switching to a paperless document management model. The Cost of Paper and Document Management The cost of maintaining a paper-based...
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Document Scanning Benefits for Your HR Department

The work of HR professionals is quite tough because these experts need to process a lot of data on a daily basis. According to the Society for Human Resource Management, 79 percent of HR departments believe that digital document management systems are effective. At the same time, 47 percent of these departments are still heavily reliant on paper. Making a switch to digital document management prevents waste, saves money and increases productivity. Change, however, is often threatening, which is why it can be resisted. The first step towards the creation of a digital archive and the reduction of paper use in the HR department is document scanning. Professional document scanning is a quick and effective process that brings a number...
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The Disadvantages of Using a Shared Drive for Document Management

Document management options abound today but many businesses still adopt an old-school approach towards data classification. The good, old shared drive is still prominent in various organizations but is it the best option out there? Hard drives are far from reliable. Some studies suggest that hardware failure becomes a possibility after only three years of use. This isn’t the only problem linked to the reliance on shared drives for document management. Various security and document retrieval issues arise, as well. If you’re still relying on shared drives, take a look at the following list of cons and use the information to determine whether the technology still makes sense for your organization. Document Misfiling A shared drive doesn’t allow for the...
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Is Going Paperless a Good Idea for a Home Office?

5The home office is gaining more and more prominence with every passing day. According to 2015 data by the Bureau of Labor Statistics (BLS), 24 percent of people have done some work from home during the year. The figure is up from 19 percent in 2003. In just one decade, the number of telecommuters has gone up 115 percent. This means that at least 3.9 million Americans are working from home at least some of the time. If you’re one of these people, you have probably set up a home office and you’re thinking of ways to improve efficiency. This is even more important for freelancers and individuals that own home-based businesses. Optimizing expenses and streamlining the production process could...
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Ways in Which Document Shredding can Save You Money

Every single business is looking for ways to reduce expenses and increase profits in the long run. Some of the simplest everyday decisions are the ones that can potentially result in much more effective budgeting and less wasteful practices. Here’s a simple example – instructing everyone to turn off their computer in the end of the work day can save a company 44.65 dollars per user per year when it comes to electricity bills. Moving from paper towels to electric hand dryers can also save a lot of money on basic office supplies. These two examples show that every single decision matters in terms of ensuring expense reduction. When it comes to effective document destruction, choosing the right method will...
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The Biggest Benefits of Electronic Health Records

Medical and health records are documents of paramount importance. They record facts, data pertaining to an individual treatment and the health status of a certain individual. Tracking the progress of patients and identifying errors will be heavily dependent on the maintenance of impeccable records. Electronic health records are making it easier for physicians, clinics and hospitals to maintain meticulous information about their patients. Centers for Disease Control and Prevention statistics, however, suggest that only 53.9 percent of office-based physicians are making use of such a system. It’s quite interesting to point out that most physicians who rely on such a system report a high level of satisfaction with it. Statistics suggest that three quarters of the physicians who rely on...
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How Document Digitalization can Increase Workplace Productivity

Is your document management strategy the most effective one out there? You may think that you’ve come up with the ideal system but if it doesn’t feature digitalization, chances are that you’re operating at a low level of efficiency. Document management problems can lead to serious consequences for every business. An extensive survey was carried out among IT businesses in 2012. The results suggest that document issues contribute to 21.3 percent of the productivity losses that businesses encounter. Another report suggests that the average professional spends approximately 50 percent of their work time looking for documents. Each single operation lasts 18 minutes until relevant information is discovered. These are just two examples showing how poor document management can bring down productivity...
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