For decades, companies have been looking for an efficient way to manage their documents. For the longest time, the best way was to fill one side of an office with filing cabinets and file the documents away. With most of the workplace now being run by computers, and with hard costs at an all-time low, companies have begun to file all their new files on computer network.
For a company that has been in business for some time, this can get a little messy. Since there are multiple files, spanning years (sometimes decades), documents can frequently get lost, and create innumerable headaches for employees, administrators, and customers alike. Evolution Networks has a solution for this. It’s called Document Management.
A document management system (DMS) is the use of a centralized computer system to store and manage an organization’s documents. This seems simple enough until you consider the loads of paper documents and receipts your business has on file. The DMS provides a solution that puts the information your business needs to store in one central location.
When your company commits to centralizing its document management through a DMS, the first problem that needs a solution is to get all the paper files digitized. Using either scan-to-storage or data imaging, the DMS captures a document’s information and files it away in an outside storage facility. There are all different kinds of storage options, but the most prevalent nowadays is using a database in the cloud so that people can remotely access any document with the help of the DMS.
When scanned, the image of the new documents are saved as PDF files, providing users the ability to search the DMS for keywords that will bring up corresponding documents. You will never have to rifle around inside a file cabinet again, saving time, and ultimately, money.
The benefits of a DMS are substantial for professional service organizations. Lawyers will be able to access files from a laptop, tablet, or smartphone from anywhere that has an Internet connection, accountants will be able to find any receipt they have questions about, and engineers can summon building plans and notes from anywhere at any time for any client in the DMS. A full list of benefits includes:
If your business is looking for a way to centralize all of its documents in a reliable and secure document management system, call the IT professionals at Evolution Networks today to set up a consultation.
Evolution Networks has been serving the South Florida area since 2003, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses. It's always been our goal to provide enterprise-level IT practices and solutions to the small business sector, with small business prices. Our experience has allowed us to build and develop the infrastructure needed to keep our prices affordable and our clients up and running.
We partner with many types of businesses in the area, and strive to eliminate IT issues before they cause expensive downtime, so you can continue to drive your business forward. Our dedicated staff loves seeing our clients succeed. Your success is our success, and as you grow, we grow.