Documents, whether paper or electronic, are a critical element of virtually any organization. Managing company information, occasionally from a multitude of sources, may be a daunting task. Depending upon the nature of your business, a Document Storage in Houston, Texas service which stores, captures, and retrieves both electronic and paper documents may offer several crucial benefits to your enterprise.
Decreased Storage Space
Commercial property expenses are rising, and so is the cost to store paper documents. Software-based document management solutions which are able to decrease the necessity for boxes, storage bins, and file cabinets is a precious asset to any establishment, and frees up valuable office space. Documents which must be kept as hard copies often can be stored in more affordable locations, like an offsite vault or warehouse.
Enhanced Security
Too many enterprises, security of documents is important. Software-based document management solutions provide better control over documents of a sensitive nature. Accessibility to documents may be controlled at the folder level for various individuals or groups. In addition, a software-based document management solution leaves an audit trail of when a document was accessed, who has viewed a document, and how it might’ve been modified. Managed documents are extremely traceable and may be tagged to permit automated alerts.
Better Regulatory Compliance
Compliance requirements for specific documents may be very complex. Non-conformance may lead to revoked licenses, fines, and in some instances criminal liability. State and federal regulatory regulations like HIPAA and Sarbanes Oxley mandate stringent privacy and security guidelines. Software-based document management solutions reduce that non-compliance risk. For example, records retention schedules may be automated, and newer documents may easily be more stored and classified.
Simpler Retrieval
Retrieving and searching for documents may be extremely time consuming – and all of us know time is money. As a matter of fact, the following statistic was published illustrating the expenses associated with the average time that is spent managing paper documents: Why should you choose document management systems? Because it’ll cost $20 to file the document, $120 to locate a misfiled document, as well as $220 to reproduce that lost document.
