As your business grows, it will accumulate thousands of important files. Instead of relying on your own organizational skills, consider using a document management system to take the stress out of keeping track of your business information. A DMS can offer you and your employees more security and allow you to free up space in your office. Use this guide to learn more about this advanced solution.

Why You Should Use a Document Management System

1. Less Clutter

By storing files in a DMS, you can clear out hard copies from desks and drawers. Plus, you will know where to find documents that you need instead of digging through cabinets. This will increase your efficiency, as well as the efficiency of your employees, who will need these files to fulfill their daily tasks.

2. Less Cost

If you lose a file, you may need to spend time and money having an employee recreate it. Uploading your documents to a DMS can save you these resources so that your employees can keep moving forward with projects instead of backtracking.

Keeping files secure in a DMS can also help interactions with other companies flow smoother, which can help you make better deals with them. If you easily access a potential partner’s file during a meeting, they will see how efficient you are and be more willing to work together.

3. More Security

Some documents require a certain audience, such as a specific department or a handful of C-suite executives. A document management system can restrict access to employees of your choosing and track who viewed certain documents.

These features are also important for version control and project management tasks. While you can perform these responsibilities without digital help, a DMS can automate the work and save you time.

4. More Collaboration

With analog file management, only one person has access to a document at a time. Making copies for a whole team can cost money and create unnecessary waste.

A DMS allows your team to collaborate on a single file all at once. Plus, version control features can record changes to documents so that you can track their progress toward a finished product.

When you’re ready to create a document management system for your business, IT support and customer service will be important factors in choosing a company. Headquartered in Verona, VA, SVOE emphasizes support and customer service to ensure each customer has the peace of mind of knowing their data is in good hands. Since 1934, they’ve served businesses throughout the Shenandoah Valley and Central Virginia with new offices in Lexington, VA, and Charlottesville, VA. To learn more about their services, visit their website. To schedule a consultation, call (888) 888-7863.