From Chaos to Order: Electronic Document Storage
In today’s fast-paced business world, where efficiency and productivity are paramount and margins are thin, it’s time for organisations to reassess just how paper-centric their operations really are. From printing and filing to storing, sorting, and retrieving documents, these traditional practices can lead to not only significant costs and but also hinder productivity.
Consider the following expenses associated with paper-based document management:
Cost to file a document: Printing and physically filing documents require time, resources, and storage space. The costs associated with purchasing filing cabinets, folders, labels, and other supplies can quickly add up. Furthermore, the manual labour involved in organising and filing documents can be time-consuming and error-prone.
Cost for finding a misfiled document: Locating a misfiled document within a labyrinth of filing cabinets can be a daunting task. The time spent searching for misplaced documents not only wastes valuable employee time but also disrupts workflows and delays important processes.
Cost for reproducing a document: When paper-based documents need to be shared or copied, additional costs arise. Reproducing documents through recreating, printing, photocopying, or mailing can incur expenses for supplies, equipment maintenance, and postage and not to mention the cost of time in these processes.
Cost of staff retrieving information around the office: In a paper-centric environment, employees often spend a considerable amount of time physically moving around the office to retrieve documents digging through a plethora of filling cabinets. All of this can result in reduced productivity, decreased collaboration, and inefficiencies in accessing critical information and an overall sense of frustration and lower moral.
Statistics complied through Docusmart in April 2023 showed the actual cost to your business of reliant on paper:
By implementing an electronic document management system, businesses can transform their operations from chaos to order. Such systems allow for digitisation, organisation, and secure storage of documents, eliminating the need for extensive paper-based processes. With electronic document management, finding, retrieving, and sharing information becomes seamless and efficient, saving both time and money. Transitioning from paper-centric practices to electronic document management offers a multitude of benefits for businesses. Going paperless mitigates the risk of document loss or damage, reduces the need for physical storage space, and increases operational efficiency. It also minimises costs associated with printing, filing, and reproducing documents while centralising and streamlining information retrieval. It also streamlines business operations, enhances collaboration, and boosts productivity. By minimising human error and improving compliance through standardised processes, electronic document management empowers organisations to thrive in the digital age. It’s time to leave behind the chaos of paper and embrace the order that electronic document management can bring to your organisation.
