The Importance of Efficient Document Management

Document management is a crucial aspect of every business

, large or small. But in spite of its importance, many companies are better equipped to manage their office supplies than their critical business documents: from disorganised filing cabinets to unsecured software, business documents are too often taken for granted even by the most modernised and efficient businesses.

Why is document management important?

First and foremost, effective document management saves staff time and effort in locating documents. In extreme cases (for instance in large companies with large teams of staff), it can actually be easier to recreate an old document than it would be to try to find it, and this problem is exacerbated if document files are haphazardly saved and randomly named.

Version control is another aspect crucial to good document management: in many businesses time and effort is wasted figuring out who has the latest version of a document, or recovering the correct version if various revisions have overwritten each other.

Ineffective document storage also leads to unnecessary usage of disk space and network bandwidth, and if documents are widely dispersed across an enterprise, rather than centralized in one storage system, data protection can become a very thorny issue. The data protection issue also applies if sensitive or business critical documents are stored on lap top hard drives, which are easily susceptible to theft or corruption.

Finally, in industries where keeping accurate records is crucial for legal purposes (such as accounting or law), a company may have accumulated years and years of old paper data which must be preserved in filing cabinets or archive rooms, creating administrative hassle and space issues.

What's the best way to approach document management?

In order to rectify their document management solutions, smart companies are seeking complete storage solutions which allow them to centralise, stream line and modernise their document storage. The best way to do this is to find a partner who can offer expertise and guidance on the best methods of document storage, depending on the size and nature of the business.

Capita TDS is the perfect example of this kind of partner: they can remove the burden of document management for companies both large and small by offering anything from simple archive storage to complex web-based solutions. Their consultants have the experience to quickly simplify a company's current document storage system, transforming their efficiency, saving many man hours and, perhaps most importantly, ensuring complete peace of mind when it comes to the preservation and storage vital business information.

The Importance of Efficient Document Management

By: Sam Desilwa

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