A paperless model brings several advantages to a modern office, from reduced paper waste to enhanced security and regular data backups. However, some companies hesitate to make this transition. It can take time to convert existing paper files into electronic versions. Employees will need to be trained in electronic document management. There may be both one-time and ongoing expenses involved.

Document management software is an integrated set of tools to create, store, organize, share, retrieve, and edit electronic documents. The right system streamlines the transitional period to paperless files. However, there is no one-size-fits-all document solution in this space. A small startup will have different document management needs than a company with branches in multiple cities. Meanwhile, some market sectors require more advanced security features or regulatory compliance.

What document management features will your Iselin business need to prioritize? Let’s look at what’s available and how they tie into going paperless.

Top Features of Document Management Software

The old paper-based systems were often very inefficient. People could spend upwards of 12 minutes searching through filing cabinets. Manually creating documents introduces the chance of human errors that were time-consuming to solve. It was also a long job to replace critical files lost to fire, water damage, and mold.

Wasted time is wasted money. However, paper-based systems also have a higher direct cost. Offices spend an average of $20 on labor filing a document. Misfiled or lost documents can cost $120 to $250 to fix. Going paperless slashes these expenses.

There’s also inherent disaster prevention built into this model. If an employee accidentally deletes the file, it’s probably still in the computer’s trash bin. If a fire breaks out in the building, a copy of the database may exist in a cloud network. This redundancy helps businesses overcome setbacks.

The main features of a document management system include:

  • Content annotations: Comments embedded within the content of a file under creation allow teams to work together in a streamlined way and pass feedback along.
  • Version control for files: You may track changing files over time. If there’s a mistake, the file can be reverted to the correct version.
  • Audit trail: Files keep a history of who accessed them, what changes were made, and when. This information helps when tracking down data breaches and other problems.
  • File storage and backups: Documents are stored securely, with regular backups to an off-site location or the cloud. This prevents data loss if there is a disaster at the office.
  • Encryption: File encryption protects data by ensuring that only authorized people can read the electronic document with the right key.
  • Security and access control: Document management systems offer a variety of powerful tools for protecting data, such as tiered user permissions based on roles.
  • Advanced search functions: These include the ability to search for keywords, pull up a specific tag, select files created within a range of dates, and more.
  • Forms management: This tool can streamline creating, distributing, and processing forms. Automating some parts of this reduces human error.
  • Integration with standard business software: Document management systems will integrate with other software such as MS Office and Outlook, allowing you to move files freely.
  • PDF file editor and converter: PDFs are among the most versatile and widely recognized electronic document types. This tool lets you edit your files and convert the file format.

The Benefits Your Company Will Experience By Going Paperless with Document Management

Efficiency

Paper document systems naturally generate piles of distracting, time-draining clutter. They’re also highly vulnerable to human error. One mislabeled key file can throw off team workflows. Electronic document management allows files to be found, edited, reverted, and archived in moments without leaving the workstation.

Collaboration

Electronic documents give everyone on the team 24/7 access to needed information. They can work from various locations and leave annotations for each other on shared files. These systems are also intuitive for new people, allowing temp workers and contract specialists to integrate quickly with the team.

Lower Costs

Paperless setups save your company the steep costs of paper waste, printer maintenance, etc. They can also save building costs. You won’t have to maintain a secure, environmentally-controlled room to warehouse a growing collection of paper files.

Environmentally Friendly

Paper, printer ink, and toner are environmentally damaging to produce. Even with recycling, most of these printing supplies end up in landfills that introduce chemicals into the soil and water supply. Paperless documents are far more environmentally sustainable.

Enhanced security

It isn’t easy to monitor who accesses paper files or even notice if one has been taken. Document management software offers numerous security tools to restrict access and keep data safe. It can also ensure compliance with regulations such as HIPPA and GDPR.

Go Paperless In 90 Days with Our Document Management Solution

How long does it take to become a paperless office? For many people, 90 days is an achievable deadline. The trick to a smooth transition is to plan ahead how your business will handle current and future documents in these three areas:

  • Capturing documents. Digitize the documents coming in, from forms to email, by scanning papers, creating smart inboxes, and other strategies.
  • Routing files. The electronic documents need to be distributed throughout the office with defined processes to transmit, review, and approve these files.
  • Retrieving data. Archive files securely with appropriate names and tags, while ensuring employees have the right credentials access.

Switching to a paperless document management strategy can save your Mt. Laurel business time and money. Paperless systems also protect critical files from cyberattacks, natural disasters, and human error. With a smart strategy for capturing, transmitting, and retrieving electronic documents, your business could be paperless within three months.

Is your Philadelphia, eastern Pennsylvania, New Jersey, or Delaware SMB hoping to cut back on paper usage? Contact KDI Office Technology today. One of our document management specialists will be happy to walk you through your options.