Wouldn’t it be great if a worker could actually find the
proposal written last month and stored in the office as easily as finding something
on Google? Business and Government have
grown accustomed to searching and finding information on the web, but when it
comes to our own offices, we’re still in the dark ages. Too much paper and too many filing cabinets
plus all those files we pay to have stored off-site. But that can be in the past, thanks to Document
Management Software an
organization can convert mountains of paper and electronic information on
overstuffed hard drives and remote desktops into a secure, organized,
searchable electronic library.
"According to a study by Gartner Research, on average
professionals spend 50% of their time looking for information,” Every company wants to find a way to reduce paper,
encourage sharing and keep their documents in compliance. FileHold has broken the paradigm of the
“paperless office” as being complicated, hard to use and expensive. With a small investment and in a short time a
departmental solution can be up and running setting a model for the rest of the
organization.”
The benefits of a paperless office go
beyond freeing up the 20 – 40% of a workers time spent searching for
documents. The cost of operating
materials is saved by reducing the consumption of paper and overhead expenses
can be reduced by saving storage space. Intellectual
property is protected in that organizations information can be found quickly
and easily.
Reducing paper improves
profits. Companies are looking for ways
to save money, save time, and become more aware of their environmental responsibilities.
Document management software takes care
of all three of these issues – without a large capital investment.”
It is interesting to analyze the reasons
organizations buy document management software. Many categories of software are
purchased to solve a single business problem but the motivation to purchase
document management software seems to much more varied The software
improves productivity, reduces paper waste and protects intellectual property.
If any of the following statements have
ever been heard, your organization, is a good candidate document
management software ;
Every version of this
contract is different: which is the most recent version? Who was working on it
last?
There are 5 different
people writing the same policies, why can’t we share our work and avoid
duplication of effort?
Everyone has access to my
files on the server? I need a system of
user rights that restricts the view of documents to only people I want to see them?
Why does it take forever to
get 5 different approvals on a revised policy document?
How do we stay in
compliance with rules regarding record retention?
I need a system that sends
me a reminder and gives me access to contracts up for renewal?
Each branch office has
their own files on all of the same topic - needless duplication!”
Modern document management systems
are Microsoft-based so in most cases will operate on the Microsoft environment
currently in place in most organizations.
Buyers should make sure the software is easy to install and easy to use,
and provides options for organizations large and small. In most cases organizations are well advised
to start small with a minimum out of pocket expenditure to prove the concept
and then add users to the system as needed.
For
more information on eliminating paper and organizing electronic information
visit www.filehold.com
Docudatacustodian We can help your organization in the building up of a good strategy, and the establishment of standards.
MZ Consulting Limited Offers Powerful software tools, for professional software solutions including implementation (installation, customization, training) and support to your business challenges.
Excellence and Innovation in Records and
Information Management
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Consulting ~ Program Support
