Know More about the Document Management Process

The large organizations process a huge amount of data each day. They deal with high volumes of documents and paper files. This entails a lot of manual effort and financial resources spent on it. This is done on the regular maintenance and the up keep of these resources. In order to reduce these overhead costs, a number of companies are opting to convert their physical archives into the digital database. This not only brings down the expenses, but also benefits the organizations in many ways.

The digital format of keeping important files and documents is although not that easy. It is an expensive process and requires the use of costly equipment. While a company can carry out the process on its own, it would require a big amount of investment. Not only would the equipment be required only once, it would be rendered useless after one use. So, it is more viable to contract out the process.

The service providers, who offer this document management service, provide on- site as well as off-site service. In the former one, they set up their equipment in the premises of the service provider and carry out the document management process. In the second way of service, they take the paper files and other documents from the premises of the company to their office. There, in the secure and audited environment, the steps of document scanning and conversion are carried out.

These companies employ highly trained and experienced staff that is able to process the huge amounts of data in a single day. They also make use of the state of the art equipment and the latest software systems that enhance speed and efficiency of the trained professionals. With this advanced technology, they are even able to scan up to 100,000 pages in one day.

So, the paper documents are scanned in the machines and the output is given to the company in the desired formats. Through this process, the paper documents can be converted into any format like PDF, TIFF, JPEG, GIF etc. The service providers guarantee that the scanned images would be better than the originals.

After this much process is over and the digitized data has been given to the company, the now- useless paper documents are either returned to the company or destroyed as required by the company. These are again shredded by using an automatic machine called the shredder. It shreds the papers into waste so that no important or confidential information gets leaked out. This is the final step of the document management process.

The procedure to go paperless in an office is beneficial in many ways. Firstly, the digitized data is compact and easy to store. It also frees up the space which can be put to better use by the company. Real time access to the information allows for a quick and better service & better co-ordination among the employees and departments. It helps to increase efficiency. Reduced overhead costs, more man hours and the ease to make and maintain records are some of the other benefits of the process.

Thus, we see that the process of document management holds many advantages for the organizations of all sizes. It is up to the companies to explore and exploit it.

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