Investing In Efficiency With A Document Management System

On the surface, setting up a document management system seems like a relatively simple process

, usually involving three main stages: creating a document management plan, implementing the document management plan, and maintaining the document management plan.

But for most companies, the first stage alone throws up a raft of questions and considerations. For instance, should new documents be dated and time-stamped? Where and how are new templates and logos stored? What procedures should be followed for sharing or reviewing documents? How should data protection be adhered to and are all the documents as secure as possible?

On top of these questions there are also the physical aspects of document storage to consider: even if a business is simply storing documents in filing cabinets, there are costs and security risks involved (not only the cost of the filing cabinets themselves, but also the time it takes for employees to file or retrieve documents).

If document creation within your business involves different people collaborating on, reviewing or updating documents, youll also need to spend some time deciding how these things should be done to ensure consistency and all of these considerations combined means that, in reality, creating a document management plan can cause a real headache for businesses.

The swiftest and most cost effective way to cure this headache is to find a partner organisation that can take care of your all data storage needs in one solution. For example, a company like Capita TDS can offer document storage solutions that combine electronic storage software with equally efficient offline storage solutions, such as document scanning, imaging and archiving. This means that whatever the nature or needs of an individual business, their storage needs can be specifically tailored to suit them.

For companies who know that their document storage systems are in a state of chaos but dont know how to approach a fix, Capita TDS is the ideal partner: they will send a team of experienced consultants to advise on the most practical solution, plus they are experts in preserving sensitive or old data. This removes complexity, eliminates duplication of effort and removes the burden of data storage from your staff, saving hours of time and effort.

by: Allision Kraft

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