For small businesses and companies it’s not unusual to operate with paper documents, because they have a relatively small volume to handle and most basic programs or applications are enough. For larger companies, enterprises and multi-national corporations, which have to deal with a large amount of document, archiving, retrieving and storing paper documents becomes a difficult task.
The paperless office, regardless what some experts have to say in this matter is no longer a dream. There are so many opportunities to turn your office into an eco-friendly environment, which saves you a lot of time and financial resources at the same time. More and more employees are mobile working from different locations, which makes collaborative work an important aspect of and effective Document Management strategy. Even though managers know that paper-free processes improve productivity and are more cost-effective, the amount of papers that clogs the common office is still a problem. Companies need to focus more on processes that completely eliminate or at least reduce the use of paper.
The main problems with Document Management
Until now, it was considered that the main problem regarding Document Management was poor records management and poor strategies. However, strategies can be considerably improved by using an effective Document Management System. These days, technological improvements are on your side, because Document Management Systems have become better, faster and most of them allow collaborative work, different file versioning and are more secure than they used to be.
The main fear for large companies in handling electronic documents was triggered by the fact that electronic document were sensitive. It wasn’t difficult to hack into systems and steal files, but luckily now that’s not an issue anymore. Scanned copies and legitimized digital signatures are becoming a custom practice for most companies, which allows them to keep only a small amount of paper documents for further reference.
In order to create and develop an effective Document Management strategy, everything has to start from the top. Recent studies showed that most managers admitted their companies didn’t have a solid strategy to reduce the number of paper used in their business. The main reasons why this happens are the following: some companies still need physical signatures on paper, employees are not accustomed with handling electronic documents, there’s a lack of grasping the entire process of going paperless, legal admissibility might be compromised and some managers consider that a Document Management System is not cost-effective, because it requires a consistent initial investment.
A simple solution for effective Document Management
It goes without saying that electronic documents do save a lot of time and money in time, so they should still be the top choice for a company who’s interested in maintaining a competitive edge in the future. Bottom line is, if you’re still struggling with papers and don’t know if electronic files are the right solution, start with the beginning. Do your research, find out as much as you can on the subject and prepare your employees, so that they’re able to understand why a new Document Management Strategy is the next obvious step for your company.
When we developed VENDOM we had only one goal in mind: how to design a software meant to release offices from the burden of dealing with documents that are hard to find and easy to lose, while being user-friendly, so that every person should be able to work with the system after a minimum training period.
Photo: Pixabay.com, user: geralt