How Document Management Works
Our Document Management systems are flexible and scalable, which means they can be adjusted to fit the specific needs and preferences of your business. Many people think they will need a staff member dedicated to scanning in documents, but that may not be necessary.
Documents are entered into the system from scans, faxes, emails, web sites, and even computer files, such as Microsoft Word or Excel. This flexibility means it will enhance your operation, not slow it down. While it will take some time to fully integrate a new software system, the benefits will soon become evident to you and your employees.S
No matter how the document is entered into the system, it can be categorized and searched depending on your business needs. For example, all emails, documents, correspondence, etc. for a construction company can be searchable by project, customer, supplier, invoice number or even sub contractor. These searches can be done in seconds with the click of a mouse!
Even if documents must be scanned, the time and effort will pay for itself. The illustration below describes how today's technology can be used. If a company were to scan 250 pages per person per day for six years, the file storage would take up about 18 gigabytes of space, a small fraction of the storage on today's computers.
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