Tips for Consolidating Business Documents

Business Plan Marketing-Negosentro

Negosentro| Business documents used to, and sometimes still do, take up rooms of full filing cabinets which needed to be cleaned out and consolidated on a regular basis. Most documents will need to be saved for several years for tax and legal purposes and this can represent a large chunk of real estate. More and more companies and turning to digital storage methods which take up significantly less room, even with secure backups. Moving your company from one system to another can represent a lot of research and hard work, so you will want to determine your needs, options and capabilities before you purchase a software solution.

Determine Your Needs

The needs of your company for document management software will depend on the types of functions you do on a daily basis, but it will come in very handy. Are you holding legal documents for court cases in a legal firm? Are you filing employee work records for a small retail shop? Or are you filing away client tax information as a private accountant? Each of these situations will have different needs for software as well as the hardware for data storage. For example, the smaller your business is, the fewer terabytes of data you are likely to need. If you or your coworkers are on the road a lot and need to access documents from outside of the building, then having cloud storage options is a necessity. Once you have your list of needs, it is time to see which solutions out there best fit that list.

Determine Your Options

Most of your options will deal with managing both live and archived documents. This gives you the ability to quickly search up and find older files as well as work with others in real-time on current ones. You can find different types of management software for documents such as ones which store the files on-site, online or both. You can also find systems which include imaging only, software only or both. This can help you tailor your solution to your needs. For instance, if you are just starting your company and have no physical documents, then you will not need to pay to have those documents imaged into the system and can just use the software to generate what you need.

Determine Your Capabilities

Moving to a digital document management system takes an investment in time and money, even after you have found the right fit for your company. You will need to set aside time to have everything imaged and disposed of properly, to train employees on how to use the system and to iron out any issues which arise during the conversion. Some solutions companies will be able to help with the conversion and training as well as with troubleshooting support in the future. This is a good step to determine what types of help you will need for the transition as well as moving forward. For instance, if you have your receptionists responsible for document management, making the switch can save them time and hassle in the future, but it is a good idea to hire a temp to cover the front desk and phones during the transition.

Taking your company digital, especially in document management, can save time, money and space. This transition can help you get rid of the rooms of filing cabinets as well as make documents available on mobile devices when needed. This means that you can look up past projects in the middle of pitching new ones to show examples of the kinds of work that you do. It also means less paper storage and an easier time cleaning out files when the time comes. You will want to make a list of your needs and compare that to your options to find the best fit for your company. You can also take a look at what your current capabilities are for the transition to a digital system to be better prepared for the process and find help where needed.


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