The drive towards a paperless workspace has been the direction for every office – may it be of an accounting firm, a records keeping department, or even of a startup business. Imagine the improved ease of work flow once hardcopy documents are eliminated in the office scene. From the reduced cost of procuring paper and printing on them, to the tedious filing and storage of documents – a paperless office can only mean one thing: improved office efficiency.
Document Management Solution
As early as in the 80s, document management systems were already in use. These were softwares especially used in indexing hardcopy files and documents. When softcopy files started to emerge, the transition to electronic document systems followed through.
From simple indexing and storage of files, the document management system has evolved into a more complex yet powerful tool. From having to use multiple tools, nowadays, such systems can be run by a single best document management software (DMS).
Other DMS are further enhanced to ensure the security of your documents. This is achieved by granting the owner the authority to limit the users of the software. Other software providers can also give their customers a private cloud to allow a secure yet accessible office database.
These softwares can also be customized to automate your office processes and provide a more efficient workflow management. This can include the tracking of documents under review, version tracking of files and audit logs for business offices.
And, with the Internet space, these softwares can also allow you to access your documents across servers.
Finding the Right Software
At present, there are already different kinds of softwares tailor-fitted to suit the demands of every office or business type. So, should you find the necessity to having one, the primary consideration should be the needs of your company. Determine first the services you want before scurrying through the available DMS available.
Another point to consider is the ease of use. This includes the operating system you prefer. There are systems optimized for Windows users, and for Mac users, while others can run on both operating systems. The means of access should also be considered. Will the access to the database be limited to desktops? Or, will you be needing phone applications to extend the access to mobile users?
And, lastly, consider the cost. If you are low on budget, consider the softwares which are offered for free. Though they may not provide you with all of your needs, this can still be a good starting point towards a paperless office. What is an improved efficiency anyway if it will cost you financial setbacks in the long run? However, if you can afford to purchase one, then go for it. Some providers may charge you with monthly fees for the storage you’ll be using. But the gains in efficiency will surpass the opportunity cost.
If you are still having second thoughts on transitioning, then try those which provide trial services. Who knows, this might be the solution you’ve been looking for.