Taking a strategic approach to your documents and the way they are organized and stored helps to prevent lost documents and saves in costs. Proper document storage is vital to the success of your business which is why we made this topic number 9 or on our Technology Roadmap. Ask yourself these questions to see if a paperless management solution is right for you.

• Do you still have a row of filing cabinets or stacks of paper waiting to be put away?
• Does it take you more than 10 seconds to find a needed customer document or file?
• Do you have uniform processes and a workflow when it comes to file sharing and storage?
• Do employees have the tools to collaborate effectively and access documents remotely when needed?

If you are still using a traditional paper filing system, then the time has come to think about making the switch to an electronic filing system. Even if your boss is “old school” or your office manager doesn’t like change, I’d encourage you to take a minute and explore some of the benefits of implementing an electronic filing system.

What is an electronic file, or electronic document management system? It is the practice of importing, storing and managing documents and images. It can include the scanning and capturing paper-based documents, digitizing files and allowing you to dispose of hard copies. You will create an electronic file system that replaces physical file cabinets and paper.

Here are some reasons you can use to help convince your boss you are in need of a change!

• Enhanced Security – One of the greatest things about an electronic filing system is the ability to assign documents to a particular customer account and assign permissions to specific employees.
• Instant File Retrieval – Since your files are indexed, it takes mere seconds to pull up documents. No more rummaging thru file cabinets! Type a customer’s name and “boom” there are all the documents related to that person.
• Save Money – Once you add up the cost of cabinets, paper, folders, ink and time wasted searching for documents, the money you will save will add up quickly.
• Improved Customer Service – Speed up response time and provide instant, accurate answers when customers call in.
• Disaster Prevention – What would happen if your office suffered a fire, flood or other disaster? When documents are stored electronically, they are automatically backed up to the cloud so you can be confident that your files are safe.
• Workplace Productivity – Electronic filing systems help you to be more organized and allow access of files to all employees (permissions permitting) creating a more efficient workflow, even across remote office locations.
• Storage Space – Cabinets take up a lot of space at the office and the boxes of old documents take up even more. Often you will even rely on off-site storage solutions that incur additional cost and delays in retrieval.
• Provide e-Signature Functionality – Send and receive documents electronically even with signatures.
• Improved Compliance – Document security is critical and compliance requirements can be complex. Non-conformance can lead to fines and liability. An electronic filing system can help you automate tasks and keep documents classified.

Transitioning to an electronic document system will benefit every organization helping you automate workflows and minimize content errors so you can use your time to focus on more business-critical areas.