Being a business owner and owning a successful business are two entirely different perspectives. A business owner may hold large stakes in a company, but still, not be adding any value to the company’s operations. On the other hand, owning a successful business requires a lot of hard work and perseverance. It means owners of successful businesses would require to manage the operations and other tasks in the company, day in, day out.
Regardless of the type of business owner you are, there are some things that you cannot escape. Owning a business and operating it successfully comes with a lot of paperwork and documentation- both for legal compliance as well as operational efficiency.
In short, keeping track of the business documents is indispensable for any business. Some of the commonly documented records for any business includes accounting, bank statements, legal filings, permits, licenses, and insurance records. All of these documents are mandatory to maintain by legal authorities, regardless of the type of business.
How To Manage Documents?
Document management might not be as difficult for a cottage industry as it could be for a medium or a large scale industry. However, this does not mean that small-scale businesses may not need to manage their documents at all.
According to a survey, filing, storing, accessing, and maintaining records take up as much as 30% of the working hours for a typical company. Of course, this lost time can cost a company in terms of lost productivity. And to add to this, there are costs associated with the headcount needed for all these document management processes.
Thankfully, there are smarter alternatives to this problem, owing to technological advancements. As it is mentioned here, https://www.quill.co.uk/Document-Management-Software, an interactive document management system can simplify all the paperwork and integrate all the documents seamlessly into one single space. In fact, we shall be discussing the benefits of this system in detail, a little further. That being said, managing the documents be it insurance records or employee payrolls or company accounts, can easily be done with the help of such a software application.
How Can A Document Management System Help?
By now, you must be eager to learn how this management software works and what are the benefits it has to offer. This section would enlighten you about the same.
Scanning And Maintaining The Soft Copies Of The Documents
The easiest way to get started with a document management system is scanning all the hard copies of documents and saving them on a cloud storage system. Effectively, this reduces the need for filing equipment, office supplies, and storage space needed for all the physical paperwork. Moreover, in their physical form, paper documents are vulnerable to atmospheric and pest damage, which is not a problem with a DMS.
Easy Accessibility Across Various Platforms And Screens
Since all of the documents are being stored online through a cloud storage system, it gives you and your team an easier way to have access to them. In fact, you can even manage who should be able to access what documents, depending on their position and designation in the company. Notably, your team can access these files from almost anywhere and any device. All they need is an internet connection.
Sophisticated File Sharing Options
It needs no mention that sharing the files also becomes easier with a DMS. consider the conventional way of sharing any important document with someone, outside or inside the company. You’d need to make copies and then mail it to the receiver’s address or hand it over to them manually. On the contrary, when you use a Document Management System, you can make endless copies and even share them directly from your cloud storage using your email account.
Reduced Headcount And Infrastructure Needs
Most importantly, when you use such software, it eliminates the need for hiring additional employees to manage and maintain the infrastructure. Of course, when there are no storage bins or racks to maintain, both- the infrastructure needs and the need for personnel to manage them is no longer imminent.
It is evident that a document management system can effortlessly reduce the operating costs while improving the efficiency and productivity of your business. However, when you’re looking for such a tool to help you manage your important files and documents you should carefully consider your needs and your budget. You can shortlist the suitable service providers and ask them for a trial to help you choose the right fit for your needs. After all, it’s your business and you cannot compromise with any of the important aspects when it comes to ensuring the safety and smooth running of your company.