Why Invest in Document Management Software?

Companies have a variety of reasons for wanting to get their document management process under control.  What are the four main reasons for investing in a good document management system software?  How about security, saving money, efficiency and compliance.

Document Management Software Security

Electronic files are a lot more secure than paper files.  Document management software can provide an audit trail that tracks every document change and even file views.  Electronic systems can be easily backed-up in case of natural disasters like fire and flood.  Bottom line: your electronic files are safer and more secure.

Document Management Software Savings

The cost of manually producing, storing, retrieving and transporting paper documents and records is high, very high.  People are expensive and using people to file, find and move documents is just not practical anymore.  Think of all the money you can save, and office space you can free up, if you eliminate paper documents and records. Document management software virtually eliminates the cost of searching for, or worse recreating lost documents.

Document Management Software Efficiency

Retrieving paper documents from your storage location (is it off site?) is a ridiculas waste of time. How long do you have to wait to obtain paper files?  Document management software systems let employees quickly access documents and records from their desks, over the internet.  So no matter where you are you can now quicky and easily retrieve important documents and records.

Document Management Software Compliance

If document and records control are a requirement for compliance with Sarbanes-Oxley, ISO 9001, HIPAA, or some other regulations then document management software systems are simply the fastest, easiest, and cheapest solution.  All of your policies, procedures, work instructions, forms, regualtions, and customer documents can be tracked, controlled, and managed per your compliance requirements.  Document management software provides compliance at a glance, access control, physical security, audit history, review and approval work flows, email alerts, and comment tracking.  Reduce your document audit findings and keep you company in compliance.

Document management security, cost savings, efficiency and compliance are the four main reasons for investing in document management software systems.

Posted by Chris Anderson on

Posted in category: Document Control, Policies Procedures Management
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2 Comments on the post
Why Invest in Document Management Software?

  1. Jim says:

    Another reason, don’t forget the ‘green’ paperless benefits of document management. You can see a paperless tree-saver calculator at: http://www.documentlocator.com.

  2. Acne Channel says:

    You sure have a lot of knowledge about finance. I got a lot of info from this post.

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