Administration and filing are tasks that many workers shy away from but those who work all day in admin offices that manage documents manually can face a long list of problems. Here are just a few.
Are you struggling to locate files in an unorganised system? Is file retrieval slowing down or even halting your everyday tasks? Paper files and documents can easily be misfiled and once a file is placed in the wrong section it is, in effect, lost until a member of staff accidentally comes across it while searching for another document. This leads to slow and often unproductive tasks.
You have been asked to retrieve an important file for a member of staff. When you search through a filing cabinet for this file, you find that it’s not there. You spend a long time searching the office for this one particular file but it’s no where to be seen. Not only have you just wasted a great deal of valuable time but you also have to break the news to the member of staff who needs it and they almost certainly won’t be impressed.
With an unorganised system, it becomes difficult to keep track of all of your files so if you’re asked to retrieve certain files and you can’t find them quickly enough, you can risk fines for breaking compliance laws. Breaking compliance laws also won’t do a great deal of good for the company reputation either.
Files stored in hard copy can soon overrun any office with cumbersome filing cabinets, boxes and folders. Office space is highly valuable, especially in lucrative parts of the country, so wasting it by filling it with unnecessary things is certainly not the best way to go about it.
All of the problems above are bad enough but if you have to deal with them on a daily basis, your morale is almost certainly going to be affected. It can be stressful and knock your confidence when you feel you can’t do the job you are being paid to do.
There’s one solution that can solve all of the problems above and more. While it might sound like complicated, digital document management simply refers to the process of storing and managing files in a digital format rather than manually. Digital document management enables files to be stored electronically and if done correctly, you can end up working with a highly efficient system that will transform your office.
Digital document management (also known as electronic document management) can be used by admin offices in a wide range of industries so whether you work in education, law, finance, healthcare or any other industry, going digital can save you time, space and money and relieve compliance and security issues.
Now you’re probably wondering how you can set up a system that will banish all of those problems. Well, it’s simple, all you need to do is digitise your stored files and set them up in an electronic document management system. Once the system is set up, you will be able to retrieve necessary files in an instant through simple text searches as well as securing them with file encryption and password protection. That’s not all. You can also share files electronically to avoid loss or delay.
If setting up the system yourself seems a bit too complicated, we can help. Pearl Scan provide document scanning and document management solutions for businesses and organisations across lots of industries. We can scan your documents in high quality and have a system set up almost immediately so you can get started reaping those benefits.
If you would like some more information about how we can help you and your company to go digital with administration tasks then give us a call or browse our website and blogs.
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