Go Paperless With a Document Management Service

Do you feel the need to make more space in your office? Is the increasing heap of files and folders bothering you? Or, does it embarrass to be frantically looking for a file of a customer in that heap while he waits for his problem to be addressed? Such a situation would definitely be unwelcomed by the customer and poor customer service will cost you in the business. So, what could be a feasible solution to this problem? A solution that is fast and cost effective at the same time. Well…read on for more information.

As the businesses around the world are depending more and more on computer networks and technology, the information is also processed in the formats provided by it. It is also kept and stored in the compact form in the systems. This eliminates the need to manually maintain the records and reports on the paper. This process makes the paper files obsolete and offers a ready solution to the above mentioned problem.

Through the process of document management system, the physical archives can be easily converted into the digital formats. This offers many benefits. As the digitized data is stored in the hard disks and computer systems, it is compact and frees up the physical space. This space can be put to better use in an organization. The data is also easy to carry from one place to another. The converted files offer the option to be saved into any format like TIFF, GIF, JPEG and PDF.

The information is made accessible and readily available for use. This reduces time lag and significantly improves service. The digitized data is more secure than the paper files as it is not threatened by the situations of flood, theft, and destruction caused by rodents. The digital database offers an effective risk management in case of emergencies.

These days, data hosting services are also very effective for storing the large amounts of digital data. The data is stored in a cloud that can be accessed from anywhere by only those individuals who have been provided the access to it. This provides security and limited accessibility to the confidential data. This also eliminates the unauthorized access and occurrences of fraud.

As the digitization of data saves on work hours and manual effort, this brings down the overhead costs. This solution offers flexibility to suit to the general and specific needs of the businesses of any size. Whether large or small, all types of businesses seem to benefit from it. Also, these services are provided at highly competitive prices. But the highlighting feature remains that the converted documents can be added to any existing document management system.

With such amazing features and benefits to offer, many organizations are converting to paperless office Kenya. The document management process involves the use of highly expensive and specialized equipment which the company needs to use only once. So, it is a better option to contract this work out to a good and reputable service provider.

In a nutshell, the new era of digitized information is benefitting the businesses and improving the customer service. This has also proved to be cost effective and highly secure method to maintain and store data.

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