Digital document management is one of the most popular forms of managed print services that companies have been taking advantage of more and more in the last several years. The reasons for this are pretty straightforward — it provides an easy, clutter-free way to keep all of your important documents in one place, removing the need for over-the-top clusters of filing cabinets and other sub-optimal forms of managing documents to play a part in your workplace.
Here at Integr8, we provide our customers with leading digital document management solutions to boost efficiency and productivity in your place of business.
Put simply, a digital document management system (DMS) is a system that is used to track, store, and manage documents digitally. Digital document management can happen in a few different ways. Some will be better for some offices, while other offices will only need a lesser implementation or less of an impact on their workflow. How you use the service will depend entirely on the way your business is run. That’s why it’s so important to partner up with a managed print services provider who can conduct a thorough audit of the way you do business and only propose a digital document management integration that’s going to be of real, tangible benefit.
Any business from any industry can benefit from digital document management. The advantage of a system like this is the fact that the use of paper is significantly reduced. Not only is this beneficial for the environment, but it’s also beneficial to cut down on time, costs, and clutter while improving efficiencies in an office environment.
Another big plus provided by using a DMS to handle your document needs is that human error is reached significantly. We’re sure you’re only too familiar with just how easily a memo can be lost. While it seems like a small thing, these errors with the way paper documents are managed can add up to major problems in the long run, especially if they compound throughout the workday and set everybody’s pace back significantly.
By cutting down on the way we use paper, and replacing it with an altogether more efficient digital system that keeps everything need and tidy, it’s possible to make any office run significantly smoother.
A digital document management system includes a lot of different component parts. Metadata, for example, is stored for each document and includes things like the date the document was created, or the department to which the document relates. Rather than worry about having an employee get the information perfectly, you’ll be able to rest easy knowing that the machine will do it automatically. Data validation is another important element, which checks for document failures such as misspelled names, missing signatures, and other faults in order to prevent a major snafu from cropping up further down the line.
The important thing to realize about digital document management systems is that they only need to do the work you need them to do. Your office might have huge needs, or it might have needs that are very easily met. It’s vital to work with a trusted partner who knows the industry, and who can promise that the system you wind up with is one that’s perfect for your needs.
Integr8 has a long and proud history of serving our Canadian clients with top-notch managed print services, and the way we handle digital document management is no different. Because we’re able to spend time with the company in question and learn how they do things in detail, we’ll be able to suggest a digital document management system that will work for the office’s needs without getting unnecessarily complicated. After all, the point is to cut down on the amount of hassle involved for your employees, not add to it.
We’re proud to say that in our long track record of happy customers, digital document management is one of the key things they come back to when we ask about tangible ways we were able to help. Particularly in offices where paper dominates things like memos and inter-office communication, digital document management can be a vital part of effectively cutting down on labour and inefficiencies.
When you invest in a DMS that works you’re effectively making a one-time investment that will continue to pay dividends in terms of saving labour and costs for a long time into the future.
Digital document management is a complicated subject, and the way DMS’s are run isn’t always straightforward. If you have any further questions about any of the information you’ve just read through above, feel free to contact us. A member of our experienced, friendly team will be happy to walk you through any problem points.
You’ll also be able to book a free consultation in order to see for yourself just how much digital document management systems could help revolutionize the way you do business.
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