For any business, the never-ending accumulation of papers can lead to a business nightmare caused by misplaced or lost documents. Effective document management is critical for any business - and we don't mean shiny file cabinets that stretch for miles or piles of cardboard boxes that begin to overtake precious space.
It's not worth it to spend hours searching for a piece of paper that could instead be found with one click. Some people spend more time searching for a document than they actually spend reading it. Electronic document management software will organize vast amounts of documents and even decrease operational costs for businesses. Some discovered the effectiveness of the system the hard way.
No order in the court
For one such experienced litigator, maintaining accurate, organized records is critical. A frequent traveler, she was on an airplane on her way to represent a client. She got off the plane to find out the airline had lost her luggage, along with documents that would force her to reschedule the deposition. She had no choice but to pay extra costs for the reschedule, and flew back home without recovering the documents.
The lawyer's job that day was going to be stressful enough, and the added strain from poor document management wasn't a welcomed challenge. Though it wasn't directly her fault, she regrets not having other means of accessing the documents. An electronic document management system would have allowed her to store the documents in a secure electronic format, and be retrievable with a simple keyword.
For a California Landscaping company, some 68,000 invoices per year with a retention schedule of 7 years meant a plethora of documents eventually pushed the company off the edge - literally. The company was forced to purchase extra storage space to house nearly 900 boxes that required extra charges each time the company needed to access the documents. That was in addition to over 1,000 boxes on-site. It was inconvenient and expensive.
Not only were there enormous amounts of boxes, it was nearly impossible to find a specific document without spending many hours searching. With document management software, the documents could have been housed in an organized manner and found with a quick electronic search. There would be no leaving the site to find a 4-year-old document, simple a keyword search to find it in a manner of seconds.
Coordinated Business Systems will take care of your electronic document management. We will design a system tailored to your needs with our system to accommodate a document's entire life cycle. We partner with leading software providers to keep your electronic document management experience simple, efficient and secure.