There are plenty of misconceptions about document management (abbreviated DM) that hold businesses back from making the switch to electronic documents. Let’s separate the myths from the facts so you can make an correct decision.
Myth #1: Document Management Is Too Expensive
Businesses of all sizes are looking to cut costs, not spend more on things that they’re already doing. A common misconception is that document management systems are too expensive to be worth the investment. But, on the contrary, these systems actually save businesses time, money, and resources. Employees at every level spend up to a third of their time searching for documents and recreating lost or mis-filed papers. Those hours add up to lost money and productivity. With DM, any document is available with just a few clicks, and hours spent searching are reduced to minutes. Your company begins saving money on document processes, and employees spend more time on mission-critical tasks.
Myth #2: Going Paperless Is Impossible for Our Business
Many offices and industries-legal, medical, etc.-are so dependent on paper files and records that they don’t think they’ll ever escape the paper pile-up. But that’s like refusing to go to the doctor because you have too many health problems. Document management aims to improve workflows by reducing your dependence on paper, rather than eliminating paper from every aspect of your business.
Myth #3: Paper Is More Reliable and Secure
The tangibility of paper documents leads many people to believe that they are the more stable and reliable medium. But, too often paper documents are inaccessible to the people who need them. Sometimes another co-worker has the file you need, or the document you’re looking for has been lost or mis-filed. That’s not reliability. Digital documents are much easier to find, index, and share. Additionally, paper documents are prone to theft, loss, and natural damages. Once a paper document is gone, it’s gone forever. But, digital documents are properly backed up and can be secured to prevent unauthorized access.
Myth #4: We Don’t Have the IT Staff to Maintain a Document Management System
Digital systems are designed to make business processes quick and easier. They are also user-friendly, so with very little training everyone in the office will be able to use the system efficiently. There’s no need for a dedicated IT staff to support your paper management system.
When evaluated on a factual basis, the benefits of document management will easily have a positive impact on your business with the benefits of reduced costs, greater efficiency and enhanced information security.
Richard Hermann is owner and CEO of TC Technologies, Inc. The company has been awarded the CompTIA Managed Print Trustmark and is dedicated to delivering Smart Office Document Solutions for our clients. This includes cost discipline, cost reduction and business process enhancements to improve the production and use of documents both hardcopy and electronically.