In the modern business
world, we spend perhaps 30% of our time searching through filing
cabinets, network servers, local hard drives, or our email inbox to find
the information we need. Quite often we still come up empty-handed
after an extensive search. Conway Office Solutions document management
system provides a solution to this nightmare.
What is Electronic Document Management? Document
management systems create a central repository to allocate all
digitally mastered documents like scanned papers or emails. Finding a
document is made easy with all the information conveniently stored in a
What Does It Do? Document
management systems help streamline business processes, ensure
compliance to government regulations, and facilitate collaboration and
disaster recovery strategies.
Instant Access Unlike
a paper filing system that can only be indexed by a single field,
usually by an alphabetical order or a numeric order, document management
systems allow documents to be organized by multiple index fields. For
example, a file can be referenced by all of the following fields: client
name, account number, address, account type, and even the date the
order was received. You only need one of these pieces of information to
find the client file you are looking for.
management systems also allow collaboration between users to access a
file from the same source. Using this system, multiple users can access
the same document simultaneously through the EDMS (Electronic Document
Management System) without creating a redundant copy of the same
document. Adding a note or comment to the document becomes a snap,
allowing other users to view the notes and comments from their own
desktop screen as they are created.
Password Protection In
this age, security issues and privacy issues are a paramount concern
for businesses. Apart from ensuring compliance to government
regulations, document management systems also ensure that files are
password protected. Any unauthorized access attempts are logged for the
system administrator to review.
Records Retention Document
management systems also enforce a records retention program, purging
all records that have passed the statute of limitations, thus reducing
For multiple offices, home offices, or field staff, document
management allows users to have remote access, giving them the ability
to securely retrieve necessary information over the Internet or through a
VPN (Virtual Private Network) connection.
Disaster Recovery Paper
documents are always vulnerable to natural disasters such as theft or
fire. Document management systems minimize that risk by allowing an
offsite back-up of the paper documents to ensure continual operation of
business even if a disaster strikes.
To learn more about how you can benefit from document management technology, contact us today.