Here are problems that can come from using paper document management systems.
In today’s age, a lot of businesses are now embracing digital file management. With that said, there are still some companies that stick to the traditional method of paper document management. While sticking to paper files has worked in the past, there are problems with this method that can keep it from being as optimal as digital documents. Here are problems that can come from using paper document management systems.
Limited Storage Space
Paper documents can quickly eat up plenty of space around your business, making paper document management a real mess once you have a large number of documents cluttering up your space. Not only do papers make your space messier, but your business also requires more physical space as more papers accumulate. This extra space requires you to expand your business, and you’ll pay more in property costs.
Papers are More Susceptible to Damage
Unlike digital documents, which are kept in a secure online space, paper documents are susceptible to real world damage, such as damage from floods or fires. This can result in you losing valuable information. If you don’t have backups of these files, it means that important information could become non-recoverable.
It’s Harder to Transport Documents
Transporting files with a paper document management system can become complicated. You have to physically move papers from one place to the next, and you have to ensure that the paper gets to the right person, which could take quite a bit of time. It’s not as convenient as transporting digital files, which can be done over the web in a matter of seconds.
Editing Documents is Much More Tedious
If you ever want to make adjustments to your files, it’s harder to do when you have a paper document management system. This is because you can’t just make changes cleanly, like you can with digital files. Instead, you have to rewrite all of the content on the old document, and make corrections as you go.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.