Posts Tagged ‘Document Management’

1)      What is Document Management?  Very simply it is a way to acquire, store and retrieve documents of all types.  You acquire documents by receiving email attachments, creating new documents, or scanning hard copy documents.  Storing documents is done by saving them to a digital file somewhere- your hard drive or a server as well as a backup or two to avoid any catastrophic loss of data.  Finally you need to be able to retrieve those documents to edit, print, and view when you need to.  This includes being able to quickly search for documents with limited information.  You utilize document management software to help you make these tasks seamless and easy.  File cabinets will go the way of the typewriter.

2)      Once you get started, it is easy and you’ll wonder how you lived without it.  Just imagine if construction workers were afraid to use a bulldozer because it was big and scary.  They’d be shoveling for days what a bulldozer can push away in minutes.

3)      You don’t need to be very computer savvy to work with current document management software.  Some would argue that it is easier and much faster than dealing with paper documents.  Especially if you need to find documents quickly.  With the right document management setup, you could be on a beach with a laptop sipping drinks and perusing every document you would ever need.

4)      If your office burns down or a tornado wipes out your building, are your documents safe?  With well backed up document management system in place, you can work anywhere with barely a hiccup.  Transfer and email documents quickly and painlessly to keep your business running.

5)      Most document management software is designed to work with a certain brand of machine.  When searching for software and vendors, be aware that not all software is created equal, and not all machines are as cost effective to maintain as others.  Doc Jams can help you decide which software and office machine will serve your needs best.

6)      Many office machine companies attempt to sell the machine first, with the document management software as a second thought.  If the document management software is any good, you’ll be utilizing it much more than the machine.  This includes copiers, scanners, printers, or multi-function office machines (MFPs).  Doc Jams typically finds the software that will work best for a client, than finds a machine that will work well with the software.  This eliminates a lot of frustration on what will be used most.

7)      Document Management is heading towards being a necessity rather than a frivolous technology.  With office space minimized and employee time diminished document management will quickly pay for itself in a short period of time.  Doc Jams can help you decide if utilizing a document management program is worthwhile investment when budgets are tight.