Document management has always been an issue. As a matter of fact, the earliest known writing was created for use in accounting and taxes. Today, our documents are still important to us all, serving many needs. But, we have a lot of new ways to manage documents that have never been available to people before.
Digital Management System
Today we wind up with so many documents that we have to keep for our own use as well as protecting them from being stolen. The best type of document management available is to scan papers and store them in digital folders. This makes it far easier to organize these files and to keep them safe from being stolen from the office. After the paper copies have been scanned, they no longer have to be kept in the office. This frees up a lot of space and keeps data safe from any prying eyes. It also makes it far easier to find a file that you need when you need it.
Password Protection
One of the useful things about this document management system is that passwords can be created so that every employee has their own. This allows you to see exactly who has logged in to retrieve which file. It can also be set up so that the most sensitive digital documents are accessible only by a few key employees that need access to them. This gives the documents another layer of safety to prevent the data from being taken.
Digital First
It may have been the practice before to create paper documents first and then perhaps to scan them when needed. However, a better document management system is to create them digitally first. Then, if a hard copy is requested, it can be printed out. Having a customer sign a document can be done on mobile devices, or it can all be done digitally through email. The creation of a paper document should be the exception instead of the rule. This eco-friendly system saves paper as well as cutting down on materials costs for your company.
When you want a better system of document management, contact us to find out more. We can help you gain more control over your documents to keep them from being lost or stolen.
