Document Management Software Eliminates Lost Document Logjams

Lost or mismanaged documents can have substantial productivity costs for businesses and organizations. Going to a paperless document management system for workflow eliminates the possibility of documents becoming lost, helping to improve productivity.

In the course of an average workflow, any given documents will likely change hands several times. Each transition creates an opportunity for the document to become misfiled, misplaced or destroyed. Lost or misplaced documents can create substantial losses for companies, particularly if they contain confidential or time-sensitive information. Even lower priority documents can create losses if they are misplaced, as finding or replicating them takes time away from more important pursuits.

According to the National Association of Professional Organizers, employees spend an average of eight hours per week on document management tasks, alone. Of those eight hours, one is spent finding documents, one is spent resolving problems in sharing documents, one is spent dealing with distribution and storage issues, and five are spent archiving and retrieving documents.

Even executives are not immune to the waste of time that managing paper documents creates, as the NAPO estimates that the average executive wastes six weeks per year searching for lost documents.

Electronic document management software helps eliminate the productivity problems created by paper documents. By creating electronic workflows via a content management or document management system, companies know where a document or other content is at all times. Good document management software makes it easy to create workflows among differing groups of managers and employees, and to transfer content along this chain.

Because documents are stored electronically, employees do not have to spend time rifling through filing cabinets for stored documents or retracing the trail of a lost document. With just a few mouse clicks, documents can be easily called up and routed to appropriate company personnel. The time reduced in searching for documents frees up personnel to handle more mission-critical tasks.

New document capture, digital signature, and related technologies are making electronic documents more feasible for a variety of businesses and organizations. With the help of this technology, costs associated with lost or misplaced documents can be eliminated.

In addition to productivity savings, using a document management system will also save businesses and organizations printing and mailing costs. Storage costs will also be reduced, as large spaces for filing cabinets will no longer be needed. Companies can also gain goodwill from the enviro-friendly image that transitioning to a paperless operation will create.

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Created on Dec 31st 1969 18:00. Viewed 0 times.

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