The Highly Effective Way to Manage Documents

The high amounts of data processed in an organization require equally large space for its storage. The heaps of papers and files are very difficult to maintain and update. Going through bundles of files to find a paper is a dreadful task to do. This increases the company’s overhead costs. The company also invests heavily on the human resources for its regular upkeep. It takes up lots of space on the premises. Also, it is an eyesore to see those stacks full of files.

To take care of all these troubles and many more, document management is the solution. It is the process that eases manual effort and time spent on the maintenance of the paper documents in a company. As the name suggests, document management makes management of the documents in a company an easy task. It makes use of the computer system with an easy to use software application that stores, manages and tracks the electronic documents and electronic images of paper. The entire information is stored in a system for easy maintenance.

It involves a three process system. It consists of the collection of documents, scanning of documents and saving in the desired output, and the shredding of document papers. The document management service can be outsourced to the solution provider company. Since the equipment required is very expensive and would be used by them only once, this is a sound idea. The service providers offer to provide the service as on-site and off-site. It means that as an onsite service, they set up their scanners and experienced staff at the company premises and scan all the documents under your vigil.

As an off-site service, they mean that the documents are brought to their office which is safe and secure. They scan the documents using the latest technology and state of the art machines to capture every detailed information and give out outstanding results. One benefit of this scanning process is that the documents can be converted into any format like GIF, JPES, TIFF, PDF, etc.

These service providers employ specialized scanning teams and follow strict working procedures. These teams work under audited secure procedures. This ensures that there are no missing papers, regular tract of work done, and page count with many other performance indicators. Many companies use equipment that can scan up to thousands of documents each day.

After the documents and images have been scanned, they are converted into the format as required by the company. Then, they are saved to flash drives, cd’s or any other media form as the company requires. This makes the entire data compact and easy to carry. This completes the second step of the document management process.

Next is the final step in the process. The paper and image documents are either returned to the company or shredded and destroyed as the company wishes. This completes the process. Some of the advantages offered are:

• Create physical space
• Easily update information
• Easy maintenance of records
• Reduced overhead costs, manual effort
• Real time access to data
• More work hours
• Instant backup and recovery
• Increased efficiency and production
• Better customer service

Thus, the electronic method to save data and critical information using secure technology and by deploying a management system to go paperless is an added boon in the otherwise complex world of day to day processing in the office place.

I27 total it solutions provide tools that allow you to capture, route, store, manage and analyze your documents in a very secure way.