Even if you have a current system to store your documents, and your employees use the world’s best labeling system, they may not put everything back in the same place. Nor will they necessarily place paperwork back in the same order within the label. The most up-to-date or accurate version could be found out of order.
Document handling solutions and document management systems store and organize everything digitally, so you will never have to worry about choosing the wrong version of your paperwork.
You define your business approach as practical, and you don’t spend money on unnecessary services or items. You make do with the resources you already have. Your entity might have the mindset of, “if it’s not broken, don’t fix it,” and so far, your approach has paid off. Your organization has flourished and grown, and because you have proven that your department can accomplish great things, expectations are set higher and all eyes are on you and your employees.
However, because your department has proven to achieve management goals, your workload increases and you handle a myriad of documents every day. Those documents have begun to fill your storage rooms and take over your desks.
You wonder if you could benefit from a document handling solution, but again, you don’t want to pay for any services, including this one, unless you absolutely need it. If you find yourself acknowledging that the majority of the statements below are “true,” your entity is in need of some extra organizational help from a document handling solution.
ONE. You have a lot of duplicate paperwork.
Duplicates don’t necessarily cause problems, per se, but they do occupy unnecessary space and waste paper. They also waste your employee’s time. After all, your employees must complete forms and process the same paperwork multiple times when they could turn their attention to other tasks.
With a document management system, employees will instantly see that somebody else has already submitted the paperwork, so they won’t need to fill it out again. Thus, working more efficiently and productively.
TWO. You can never tell which versions of the documents are the most recent or accurate.
Even if you have a current system to store your documents, and your employees use the world’s best labeling system, they may not put everything back in the same place. Nor will they necessarily place paperwork back in the same order within the label. The most up-to-date or accurate version could be found out of order.
A document handling solution stores and organizes everything digitally, so you will never have to worry about choosing the wrong version of your paperwork.
THREE. You have trouble sorting through your paperwork to find the documents you need.
Hours every week are spent tracking down different documents. You, or your employees must visit the storage or filing room, and look through your paperwork to find specific documents.
Think of the convenience a document handling system could bring your organization. Typing in a keyword to bring forward the digitized paperwork in seconds. You’ll save time and by an extension, money as a result.
FOUR. Your file storage area looks like a disorganized mess.
You dream of keeping a very organized and clean office to impress employees, the public, as well as other departments, but your office looks dirty and disorganized instead. You may experience a higher employee turnover because of this disaster.
The public may not necessarily see your office or document storage area, but you and your employees do. The clutter makes people feel stressed. It may even be overwhelming. You can mitigate this problem by using a document handling system.
FIVE. You have lost important documents more than once.
This statement alone represents the most important reason to invest in a document handling solution. If this statement is “true” for your organization, please do everyone the favor of investing in a document management system.
Paperwork often becomes lost when it sits in a giant, unorganized filing system. It also becomes lost because disgruntled employees can simply walk off with it. When you need to access the paperwork, more times than not, you won’t be able to find it. This could result in some major legal trouble. Protect your entity and use a document handling solution instead.
Learn more about protecting your entity by using the Extract Systems Platform.
If your desk looks like this...
And you dream of the days your desk will look like this...
About the Author: Tera Madigan
As a designer of experiences, Tera strives to bridge the gap between the user's needs, the physical world, and innovative technology by creating intuitive and engaging cross-channel experiences. By gaining valuable insight from people's motivations, behaviors, and attitudes, she enjoys analyzing findings to quickly iterate on ideas to help develop amazing products and experiences that meet real human needs--needs that they may never have thought about. She is an experienced Creative Leader who has a strong record of building and implementing successful branding, digital marketing, and eCommerce strategic plans. Tera has first-hand experience with starting and leading programs that have substantially increased awareness and driven large growth in eCommerce, UX, Web/App Design, and Digital Marketing for leading brands. She has a strong talent for understanding "the big picture" and leading large diversified and cross-functional teams in a large corporate setting as well as a fast paced, nimble and agile startup environment.