BNMC Blog

Managing Company Documents in the Paperless Office

Managing Company Documents in the Paperless Office

Every business produces thousands of documents. Invoices, memos, receipts, and the presence of all the other essential documents creates a situation: where do you store all this paper? The file cabinet was a good solution for this, but what happens when you fill one up? Do you just get another? And another? And another?

Today, there are powerful paperless solutions for businesses that allow them to manage all of their documents digitally. Today, we will look at what solutions are necessary to take your business paperless.

Printing
Before we get into the paperless office, we have to mention that printing costs have continued to rise, and while they may not seem prohibitive to the success of a business, they can force an organization to have a massive line-item in their budget that, with the help of technology, they simply don’t need. Not only do organizations pay for printers, paper, and ink/toner, they also pay for staff to collate all this information and file it away. These costs can add up over time and really hamstring a company’s ability to have quick access to information when they need it most.

Document Management
Document management is the act of storing copies of the documents a business creates/receives in a cloud-based searchable database. Not only does a document management system cut down on printing costs, it also presents an organization the ability to save money in clerical costs.

Make no mistake, implementing a document management system is relatively expensive to begin with, but once the system is in place, the only true cost is that of the recurring monthly cost of the hosting platform. The documents your company creates are saved right into the document management system as PDFs, while any paper documents you have to be digitized into searchable PDFs for them to work on the system.

Document Digitization
Over the past several years is the act of digitizing documents has taken off. Essentially, document digitization is the act of scanning all the documents that a company takes on to store in a database. When a member of your staff needs a document, they simply search the document management system that has been implemented for keywords associated with the document in question.

Security
As with any cloud computing initiative, data security has to be a priority for the document management system. Many useful document management platforms come with integrated access control, while other options utilize biometric security or two-factor authentication for system access.

If your organization wants complete control over your document management system, hosting your own private cloud database is an option, but be certain that the costs of implementing a self-hosted document management system are more substantial, and could be prohibitive to implementing the solution.

With the document management system in place, you can easily access all the documents you need from any location with an Internet connection on any number of devices, speeding up operations considerably.

If you would like more information about implementing a document management system, or you would like to talk to one of our IT experts about the type of options you have for managing your company’s data, contact BNMC today at 978-482-2020.

 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Sunday, February 17 2019

Captcha Image

Subscribe to Our Blog!

Mobile? Grab this Article!

Qr Code

Tag Cloud

Security Tip of the Week Best Practices Technology Cloud Email Privacy Business Computing Malware Hackers Network Security Business User Tips Tech Term Google Productivity Software Computer Internet Microsoft IT Services Hosted Solutions Efficiency Mobile Devices Communication Ransomware Small Business Android IT Support Data Hardware Smartphone Managed IT Services Backup Saving Money Innovation Data Recovery Workplace Tips Data Management Managed IT Services Business Continuity Windows 10 Cloud Computing Browser Windows Internet of Things Server Business Management App Microsoft Office Data Backup Productivity Cybersecurity Facebook Phishing Office 365 Upgrade Windows 10 Outsourced IT Gmail Word Artificial Intelligence Disaster Recovery Encryption Passwords Vulnerability Remote Monitoring Mobile Device Managed Service Provider Users Infrastructure Information Analytics Website BYOD communications Tip of the week Network Applications IT Support VoIP Smartphones Money Employer-Employee Relationship Chrome IT Management Paperless Office Virtual Reality Company Culture Google Drive Employee-Employer Relationship Bandwidth Managed Service Content Filtering Miscellaneous YouTube Government Risk Management Social Media Office Tips Maintenance Display Antivirus Data storage Big Data Robot Router Save Money Access Control Automation Settings Data Security End of Support LiFi Gadgets Server Management Hosted Solution Business Technology Touchscreen Administration Virtual Private Network Quick Tips Mouse SaaS Managing Stress Unified Threat Management Tablet Data loss Telephone Systems Computers Development Education desktop Holiday Apple Storage Firewall Two-factor Authentication Retail Alert Printing Avoiding Downtime HIPAA Laptop Document Management Scam Hacker Mobile Security The Internet of Things Wireless Monitors Vendor Management Networking Business Intelligence Outlook Downtime Spam Computing Operating System WiFi VPN Human Error Modem FinTech Social Dell Analysis Cyber Monday Staff Leominster Budget Regulations Typing Humor Cabling Legislation Language Safety Value Information Technology WannaCry Mirgation Recycling Best Practice Google Maps Managed Services SharePoint IoT Remote Computing Current Events Microsoft Excel Device Techology Network Congestion Cookies MSP Managed IT Smart Technology Augmented Reality K-12 Schools Halloween Social Networking Cryptocurrency Statistics Computing Infrastructure Professional Services Apps How To LED Lenovo Chatbots Wi-Fi eWaste Google Docs Laptops Downloads Writing Star Wars IT solutions Going Green PowerPoint Mail Merge Blockchain VoIP Mobility Unified Threat Management Nanotechnology Virtualization Hacks Shortcut Distributed Denial of Service Wearable Technology Network upgrade Scary Stories Digital Payment Dark Data Motherboard Update Cables Bitcoin Disaster Bluetooth Comparison Alerts USB Google Wallet Running Cable Digital Firefox Co-Managed IT Superfish Identity Continuity Business Growth Collaboration Buisness Software as a Service Fraud Cost Management Onboarding Address Permissions Sports Print Toner User Error Screen Reader Charging Password Virtual Desktop Slack Patch Management Managed IT Service Smart Office Politics Legal Customer Service Wires Windows 8 Uninterrupted Power Supply Specifications Licensing Dongle Unified Communications Drones Spyware Customer Relationship Management Content Solar File Sharing Heating/Cooling Multi-Factor Security Office Assessment Samsung Computer Care IBM Digital Signage Time Management Shortcuts Printer Smart Tech Mobile Device Management Solid State Drive Monitoring Break Fix Work Tech Support Deep Learning Chromebook Voice over Internet Protocol Search Black Friday Cooperation Service Level Agreement Identity Theft Streaming Compliance Alt Codes Servers Google Calendar Hotspot Social Engineering Internet Exlporer Cybercrime Training Corporate Profile Troubleshooting Emergency Bring Your Own Device Marketing Automobile Network Management Security Cameras Connectivity G Suite Hard Disk Drive Spying Dark Web IT Technicians Optimization Websites Emoji Upgrades Gadget Supercomputer CrashOverride Motion Sickness Crowdsourcing Staffing Printers Personal Information Botnet Administrator Taxes Cortana Web Server what was your? 3D Printing IT Budget GPS Machine Learning Processors IT Consultant Cameras Unsupported Software Meetings Tracking Computer Repair Relocation Cleaning CCTV Mobile Data BDR Recovery Webcam How To Work/Life Balance Health Private Cloud Entertainment Error Black Market Regulation Point of Sale Ben McDonald shares Law Enforcement Electronic Medical Records Travel Notifications Twitter Mobile Computing Physical Security

What Our Clients Say

  • BNMC has provided us with nothing less than outstanding service and results for all of our IT needs for the past few years. Every member of their staff is professional, knowledgeable, friendly and eager to solve any problem...
  • 1
  • 2
  • 3