The vast majority of business information exists on paper – and businesses must have access to that information they need when they need it. With the pressure to deliver data-driven decisions rapidly, a document management system represents one way in which companies seek to gain and keep the competitive advantage in an industry.
Document management is one of the many services offered by managed service providers. Yet, the dynamic and intangible nature of digital files makes it a different type of service than managed print or managed IT services. Read on to learn about document management, what it is, and how it benefits modern companies.
Document management is the strategic use of software, hardware, services, and storage to keep physical and digital files organized, accessible, and secure. At first glance, that may seem quite similar to something like managed print services. Yet, at its core, document management is dramatically different from other managed services in many ways. For example, document management:
Document management solutions leverage a variety of tools and strategies to create environments where data and documents are securely created, manipulated, and stored. As such, such solutions tend to vary from organization to organization – there’s no one size fits all. Common tools and strategies for document management include:
A thoughtfully developed and deployed document management strategy has many benefits for a business. These include:
Document management solutions help an office’s operating expenses. They do this by decreasing the labor hours involved with managing documents, to preventing lost documents and minimizing downtime.
A disaster recovery plan is a critical element of business success – it should include plans for data or documents. Document management helps keep vital records secure and backed up in the event of an emergency. Strategies often involve leveraging offsite storage or cloud solutions which are accessible from any computer as long as the user has the proper credentials.
Document management refines the entire document lifecycle from capture to archival to improve the business processes which work with them. Through a solid strategy, users gain the ability to access materials faster and more effortlessly so that they can spend time on business rather than documents.
Document management improves security and helps a company maintain compliance with any legal regulations it may be required to follow. Service providers with expertise in a specific industry will be aware of the necessary compliance requirements and help a company achieve it.
Unlike other managed services, document management actively seeks to improve the way data flows through an organization by emphasizing processes rather than devices. However, since document management often overlaps with managed IT and managed printing, service providers who offer both are often able to assist a company with their document processes as well. Document management is a valuable investment for any office seeking to optimize its workflow for better productivity.
Virginia Business Systems is a premier document management solutions provider for Virginia businesses. Contact us today to get started improving your document life cycle.