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Save Money with a Proper Document Management System

09 November 2019

Save Money with a Proper Document Management System

records management

Let’s face it; your business has a lot going on that you need to stay on top of. One of the last things you want to think about is how your documents are managed. But have you taken the time to consider the cost savings you could achieve with a proper plan in place? Document management systems not only keep your business better organized but can also help save money in the long run. Here are just a few reasons why you should develop an effective document management plan:

Reduce Resources

When your company follows a document management plan, there’s no guessing as what to do with that report you wrote up, or that email you just received. Removing the guessing work means no wasting of resources that didn’t need to be used. A document management system that aims to reduce the amount of paper printed saves on both paper costs and printer costs.

Reduce Waste

This should come as no surprise, but when you print off less documents, then you’re also reducing the amount of waste you have to deal with later on. Although document shredding services are an affordable and secure way to deal with excess paper, the best approach is to not print off those documents at all!

Improve Productivity

When your employees are trained to follow a specific document management system, things start to move a little faster around the office. Once again, removing that guessing work means your employees can get more done during the day than they could before. When each employee knows what’s expected of them, a lot less running around occurs. Less trips to the printer, less trips to the secure paper bin, etc.

Labor Costs

With improved productivity, there also comes a reduction in labor costs. You hire your employees to do specific jobs in your business. If they’re spending more of their time searching and sorting through paper documents, they aren’t doing the job you hired them for. At that point, they’re spending precious time and money doing a task that can easily be handled electronically.

Storage Costs

A lot of the time, it is required by law to retain certain documents for a specific retention period like tax and financial records. However, the medium of their storage does not matter as long as the information is accessible to the people who need to access it. If you were to compare the costs with physically storing a document versus storing that same document electronically, the difference is apparent. Not only are electronic documents more affordable to keep stored, they are significantly easier to access and manage as well.

Savings Are Around the Corner

With all these clear benefits to having a solid document management system in place, you might be wondering where you should start first. If you have documents lying around your office that aren’t saved on your computer, you should start by inquiring about document storage and document imaging services to reduce the clutter around your office. If these papers need to be disposed of, then document shredding is what you’re looking for. To find out the perfect document management system for your business, get in touch with us or one of our partner businesses in your area. We’ll be sure to come up with a solution that will help you save money.