Carefully managing information is crucial. With the replacement of filling cabinets with sending files over email and saving into digital storage, new challenges have emerged. This complexity means that without carefully utilised systems, the old inefficiencies begin to creep in. One option to help your business run more efficiently is to have a document management system.
Whether you opt for in-house servers, a hosted server or a cloud solution, we can help you find what is right for you.
Why managing documents is essential for growing your business
Easily share and edit documents.
Creating a system that allows your employees to access company documents easily will increase efficiency in your workplace. Having a central system where you keep all your files will help your staff to organise information. It can even allow them to edit and collaborate on the same file.
Backups and security.
Keeping your files stored on your desktop can leave them vulnerable to virus attacks and hardware failure. You should always have your documents saved in at least two places so that if a disaster occurs, your company files are safe. If you have on-site servers, we back up your documents to ensure you don’t incur data loss. A cloud storage solutions provider like Microsoft OnDrive and Azure or DropBox will automatically back up your documents for you. Therefore, you can be secure in the knowledge that your documents are safe and backed up.
A document management system will also give you more control over who can access particular files. As a result, this will help keep your files safe and increase security in your business. These things in-turn will prevent unwanted downtime should the worst happen, improving business efficiency.
Automation
Adding workflows to processes can remove duplication of effort and speed up the time it takes to process documents. Creating workflows used to be complicated, but many tools are now simple to use and offer powerful results.
Version control
Many systems make creating versions mandatory. As a result, this increases efficiency by preventing staff from working on the wrong version. Even if you make a mistake, you can use the information from a previous version.
Find the right document management solution for your business.
A great thing about document management is that there are loads of options to choose from, so it is not difficult to find a solution that will fit your business. See our blog on what systems are available for more information. If you want super fast access to your files, then an in-house server is the option for you. On the other hand, if you’re looking for flexible storage and flexible monthly payments based on what you use, then a cloud storage solution is for you.
Northstar Bristol can help you find the best document management solution for your business. Contact us today.
