When you’re running a start-up, everything seems amazingly easy. After some time, as the business grows, you realize that some things were miscalculated. It’s harder than you thought. See more about how hard it is to run a business here.
As the company grows, piles of documents are stacked on your desk waiting for you to go through them. Let’s assume you’re a professional and always in time with your duties, so your desk is clean and shiny. The docs we mentioned are stacked in the archive room, or somewhere else.
As time passes, there are more and more of them. Soon, your office looks more like a dumpster than the office of a successful CEO. This is the main reason why people opt for document management systems, but do you know the whole story behind it? Follow up, to know 5 more reasons why it’s smart to switch to document management systems.
1. Getting rid of the pile of paper docs
As we mentioned, there comes a time when you can’t get hold of the pile of documents. It doesn’t matter where they are, you simply can’t make sense of them anymore.
This is why you need a management system that will scan them, and put them in a digital format. These systems are capable of doing a tremendous job. They get rid of the paper files and make them all computer files that can be opened whenever you want, and read whatever you need.
No more paper everywhere around the office. You clients can come again and be relieved that you might make them help you arrange all the things inside. Instead, you can make them a cup of coffee and enjoy the business conversations.
2. Having everything sorted out perfectly
The best thing about having documents sorted out with these systems is the option to have everything perfectly aligned. No more mess around the offices, but just a server computer that will provide everything that you need.
Not just you, but everyone employed in the company. Medium and large companies have a real problem in providing information for every employee inside them. They waste valuable time getting documents from one place to another. With this system, time is cut significantly. See more about why this is the perfect way here: https://www.forbes.com/sites/forbestechcouncil/2020/06/02/scaling-your-data-storage-in-the-cloud.
3. Being able to get whatever you need in no time
As a CEO, you want all files on your desk with a single click or phone call. With paper documents, this is not possible. You need people to locate them and get them to your desk. Locating can take quite some time as paper docs are not easy to find whenever you want.
With the digital system, you will have all the files available at all times. You don’t have to put others under stress whenever you need something delivered on your desk. Instead, you can just use the search bar and find the one document you’re looking for.
If you can’t find what you need yourself, there’s the IT sector that will provide whatever you need much faster. Call them, and wait a few second for them to locate. This is still better than waiting for hours for the employee to go down to the archive room and get you what you need.
4. Having an insight into what the employees do at all times
It’s hard keeping track of what people in companies do all the time. When it comes to big companies, with hundreds of workers, it’s nearly impossible.
However, as a CEO, you can address duties, and depending on how many files they’ve entered inside the organizational system, you’ll know how much effort they’ve put in it. It’s easy to keep track of your employees and how hard they are working with something like this.
What you need to do is give them orders. Provide a timeframe too. Expect to see results within the provided deadline. If the employers do nothing until the deadline, it means that they are not trying hard enough.
If you’re paying them to do their job, you expect exactly that. You don’t need people around the office who chat and drink coffee all day long. You need hard-working employees who are ready to sacrifice themselves for the good of the company. Seeing who’s active on the system will provide exactly this information.
5. Security
Companies who are professional in this field are always improving their systems. They are constantly announcing record storage systems press releases in which they explain the issues that they overcome and are focusing on other fields.
That means hackers have less and fewer chances to intrude and get a hold of vital information that companies are so keen on keeping for themselves. Corporate espionage is a serious issue, and we all do everything we can to make sure everything’s safe and sound.
At the same time, storing documents in paper form is dangerous on other levels. Floods, fires, and other hazards are going to destroy them in a moment. Everything might be gone and can’t be restored.
On the other hand, computers connected to the internet and cloud serves will make the information intact. The only damage will be done to local computers who might not be working anymore, but not to the data that won’t be breached in any case.
That’s why we say that security is more times better with this type of organization. Getting a storage system is the best thing you can do for your company when security and intruders are in question.
Conclusion
The five points from above are an excellent way for you to realize why you need something like this. Make sure you choose the right one and the one system that is perfect for your needs. Not all of them are amazing, but some are better than others.
See some demos, and check some of them out. See which one you like and opt for the best. You’ll see a significant change in the way your company works.