Have you ever asked yourself how much your business is paying for paper documents? Of course, you can simply take your accounting spreadsheet from last month and look up the office expenses breakdown. But the truth is – the real cost is much higher than that.
According to the Bureau of Labor Statistics, about 25% of administrative services managers work overtime, and working late is one of the first indicators that the productivity at the office is lacking, Otherwise, people would leave work sooner. When facing such situation, you may ask yourself, is manual document process slowing you down? Is it easy to find correct files in your office? Maybe it’s time to consider switching to DMS (Document Management System) and be done with the paperwork nightmare?
What exactly is DMS?
In its very essence, DMS is integrated software that transforms your data into digital documents and helps you manage them more efficiently. When implemented properly, DMS can let you skip the entire paper document process altogether. Your team will be able to carry on with their usual tasks as usual and, with a single click, compose a digital file that gets stored automatically.
No more printing, no more tedious filing and no more piles of papers on your desk.
Why use Paperless Office Software?
Your average office employee uses up about 10,000 sheets of copy paper annually, this adds up to roughly two full cases. In the US alone, the use of paper for various office needs has accumulated to 4 million tons in last year alone, making up a quarter of the entire municipal waste. That’s just a couple of quick numbers to give you a rough scope of the problem.
The real question is how your business can benefit from DMS software?
Cutting Down on Unnecessary Expenses
The biggest cost of paperwork involves the printing and storage of copies, as there are additional costs associated with purchasing ink and the upkeep of printing and scanning equipment. If you are running a large operation, then the amount of space required to store paper documents adds to the cost of businesses.
By utilizing cloud storage technology, advanced paperless office solutions nullify these costs completely, saving you money and allowing you to maximize your space.
In many cases, delays in productivity can be direct results of excessive paperwork and human errors such as simple misplacing or mislabeling of a single document. While DMS provides benefits such as:
Instant document retrieval. By utilizing DMS, your staff can pull up any information in just a manner of seconds. Additionally, you can use sharing settings in order to provide designated team members with immediate access to a particular file, while keeping the same document secured in a cloud.
Accelerated invoice process. A paper invoice processing requires a great deal of data entry from your accounting department. First, they need to go through the document and then type in the information. Electronic invoice processing, provided by DMS systems, either completely eliminates paper by going fully digital or speeds everything up by a utilizing a combination of scanning and OCR (Optical Character Recognition).
Collaboration. Enterprise content management system provides the capability for multiple people to work on a single file at the same time, which speeds up the process significantly and reduces the number of iterations required to complete a single document.
Implementing Paperless Solution
These are just a few ways how DMS can streamline your office workflow and work more effectively. Saving the time of your employees on paperwork means that they can focus on more productive tasks. This, in turn, leads to the overall higher efficiency and higher profitability of your business. If you are interested in implementing most advanced DMS solution available on the market and move your office to a fully-digital workflow, then contact us at ItechCore.
Our company specializes in the development of the document management systems. With almost a decade of experience in delivering office productivity software, our team can design the one DMS that will be a perfect match for your unique business model.