A document management system can be as integral to your company's ecosystem as the heart is to the body it supports. It can be what keeps all important data flowing to the people that need to see it from the places it's properly kept. Unfortunately, there is a lot of misinformation regarding document management systems out there, from how to implement one to how you even use it. We're here today to debunk a few of the most common myths.
MYTH: Physical document storage is good enough.
All it takes is one bad day to destroy an entire room of paper documents. Maybe a toilet clogged and the floor flooded, or a circuit shorted and the building went up in flame taking your years of important data along with it. Physical document storage is, plain and simple, too easily lost to be a reliable way to manage documents in the modern day and age. There are additional negatives to keeping your documents stored physically as well. First, it makes it so not all documents are readily available. If a coworker is currently using something you need to see, you have to wait for them to be finished with it or ask to borrow it and make copies - wasting both of your time and disturbing workflow. Secondly, there's the lack of tracking that a physical filing system allows you. You may require people sign their names when they enter a record room as a form of tracking, but it's a lot easier to enter a room without signing than it is to enter a database without the right credentials. Physical data can't tell you who has looked at it and who hasn't - is that the sort of risk you're willing to take with your important information?
MYTH: Implementing digital document management is too hard.
Honestly, we get it. Implementing any new system can be intimidating, especially if it involves trusting a lot of your important proprietary information to a new company partner, but guess what? The stress off your shoulders from having your information in an easy-to-access and easy-to-follow format is going to be worth the small leap of faith it takes to get there. There are plenty of document management solutions out there these days that take the worry about implementation from you and handle all the scanning, filing, and organizing so you don't have to worry about it Who wouldn't say no to improved workflow and fewer headaches? You just have to find the right system.
MYTH: Document management systems are only for big businesses.
You might think that only big businesses with their bigger budgets are the types that need to have a digital document management system and we hate to say it, but you're wrong. It's true that when you're a big business, you have a lot of information to store and document management systems make ebbing that informational tide much easier, but small businesses have a commitment to individuals that makes them just as important. Historically, document management systems were built for big business but in the current era of business, there are plenty of solutions that can address the particular needs of small businesses. Needs like being able to quickly and easily access crucial customer information, straightforward and simple interfaces for easy on-site training, and cloud-based options that give the opportunity for growth if desired. Document management isn't just about big anymore, it's about just right.
MYTH: You need a whole IT team to best utilize document management systems.
A document management system isn't necessarily as much of a commitment as you might think. Most systems feature tools that are specifically designed to provide an easy on-boarding process, with intuitive interfaces that welcome new users instead of frightening them away. The best systems to look for are the ones that provide training to everyone in your office and are based off of existing, familiar solutions you already use so the jump to a new interface isn't as frightening.
Document management isn't quite so scary, as you can see from these debunked myths. If you're finding yourself getting ready to be free from the weight of physical paperwork, Coordinated Business Systems is in the business of designing customized document management solutions for businesses just like yours. Contact us today to learn more.