Contact Us Today! 1-844-237-4300

Central Technology Solutions Blog

How to Manage Documents in a Paperless Environment

How to Manage Documents in a Paperless Environment

Consider for a moment how many documents are floating around your business at any given point. Memos, notes, invoices, receipts, and whatever else you happen to accumulate in the course of business, all floating around the office. This isn’t a great approach, and unfortunately, the classic solution for this, the filing cabinet, isn’t the most effective solution anymore.

However, there are now alternatives to the classic filing cabinet and other now-antiquated document management options that are much better suited to the needs of the modern office. In fact, these solutions are what enable businesses today to effectively go paperless.

As printing has become a more costly endeavor, its associated expenses have begun to absorb a larger piece of a budgetary pie chart. Between the costs of the printers and other hardware components themselves, the materials they use up as they operate, and the costs associated with your staff filing all of this information away, businesses have seen their budgets whittled away. Furthermore, it can be very difficult to locate information that has been filed this way - especially if it was filed incorrectly.

Let’s review some of the solutions that we now have access to, that resolve exactly these pain points.

Document Management
Let’s face facts - one of the biggest weaknesses inherent of hard copies how difficult they can be to find (especially if they’ve been misfiled). However, a document management system makes that much simpler, as digitized copies can be stored in the cloud and searched for. Furthermore, while the reduction of printing costs offers a considerable value to a business, the time saved by this solution assists in making it a worthwhile investment, as all documents are turned into searchable PDF files.

While the initial implementation of a document management system may come at an intimidating cost to some, it quickly proves its worth. This is only made more apparent by the fact that, once the solution is in place, the only costs it creates are the ones needed to support the hosting platform.

Document Digitization
Digitizing documents has been widely adopted in recent years, as it makes it much easier to store and organize them. Not only does this approach make it simpler to store vast quantities of data, it also allows certain documents to be much easier to locate. If a member of your staff ever needs to view a document, all they will need to do is search for the right keywords and there the document will be.

Security
Of course, we’d be remiss if we didn’t discuss how your documents are able to be secured within your document management solution. As it is a cloud-hosted solution, it simply wouldn’t be complete without some kind of access control. Many platforms come with this access control baked-in, some even using biometrics or two-factor authentication. More complete control over your document management system is possible, if you are willing and able to invest in a private cloud database. Once implemented, you and your staff can confidently and securely access any document needed from anywhere that has Internet access.

To learn more about a document management system, or other solutions available to you to assist your business’ operations, reach out to Central Technology Solutions by calling 1-844-237-4300.

Cloud-Based Communications Helping Businesses Boos...
Technology is Helping to Build Better Employee Eng...
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Saturday, April 20 2019

Captcha Image

Join our mailing list!

  • Company Name *
  • First Name *
  • Last Name *

      Mobile? Grab this Article!

      QR-Code dieser Seite

      Tag Cloud

      Security Tip of the Week Technology Best Practices Cloud Business Computing Email Malware Privacy Hosted Solutions Hackers IT Services Productivity Internet Network Security Productivity Data Software Data Backup Outsourced IT Managed IT Services Business IT Support Innovation Mobile Devices Data Recovery Tech Term Computer Hardware Ransomware Microsoft Google Backup Cloud Computing Small Business Efficiency Internet of Things Business Continuity Managed Service Provider IT Support Upgrade Smartphone Android User Tips Business Management Disaster Recovery Remote Monitoring Smartphones Paperless Office Encryption Communication Social Media VoIP Data Management Windows 10 Phishing Workplace Tips Browser Managed IT Artificial Intelligence Collaboration Windows communications Facebook Windows 10 Managed IT Services Save Money Risk Management BYOD Server Cybersecurity App Holiday Mobile Device Management Saving Money Mobile Device Passwords Vendor Management Office 365 Network Automation Recovery Chrome Applications Analytics Government Bandwidth Document Management Unified Threat Management Firewall Wi-Fi Employer-Employee Relationship Robot Compliance Apps Gmail Bring Your Own Device BDR Wireless Microsoft Office Big Data Password Virtualization IT Management Tip of the week Healthcare Quick Tips Scam Antivirus Project Management Hosted Solution Website Infrastructure Money SaaS Vulnerability Data storage Managed Service Telephone Systems Content Filtering Business Technology Going Green Information Office IT Service Computers File Sharing Printing Tablet Storage Files Unified Communications Remote Computing Settings Help Desk Two-factor Authentication Politics Apple Router Customer Service Work/Life Balance VPN Social Virtual Reality Customer Relationship Management Miscellaneous Computing Data loss Data Security Training Regulations Blockchain Access Control Budget How To Sports Server Management Information Technology Monitors Machine Learning Mobility Mobile Security Uninterrupted Power Supply Electronic Medical Records Operating System Employees Alert Mouse Company Culture Outlook Word Users Google Drive How To Samsung Redundancy Spam Business Growth Chromebook WiFi Private Cloud Proactive Flexibility YouTube Avoiding Downtime Software as a Service Tech Support Downtime The Internet of Things Mobile Computing Maintenance Hacker Management Administration Smart Technology Digital Payment Remote Monitoring and Management Patch Management Education Websites Identity Theft Upgrades Networking LiFi Net Neutrality Wireless Technology Legal Twitter Licensing Remote Workers Virtual Private Network IT solutions Network Management Internet Exlporer End of Support Health HIPAA Assessment IoT PowerPoint Cooperation Gadget Typing Mobile Favorites Mail Merge Managed IT Service San Diego Automobile Hacks Computer Care Fleet Tracking Procurement Office Tips Technology Laws Best Practice Cache Electronic Health Records VoIP Update Sponsor Marketing Specifications Bitcoin Test Unsupported Software Touchscreen Virus Techology Star Wars Monitoring Gadgets Windows 7 Legislation IT Technicians GPS High-Speed Internet Consultation Lenovo Buisness Permissions Nanotechnology Professional Services SharePoint Staff Conferencing Social Engineering USB Address Break Fix Social Networking Asset Tracking Statistics Hotspot Crowdsourcing Meetings Recycling Cyberattacks Digital Obstacle Black Friday Roanoke — Central Technology Solutions Windows 8 Supercomputer Save Time MSP RMM Mobile Data Disaster Resistance Security Cameras Unified Threat Management Utility Computing Consulting Search Transportation Mirgation Identities Tracking Development Zero-Day Threat Superfish Fraud Screen Reader G Suite History Virtual Assistant Downloads Augmented Reality Taxes Managing Stress Instant Messaging Safety Dark Web Motherboard Google Maps OneNote Dark Data Personal Information Bluetooth User Error Language Google Wallet eWaste Read Only Spyware Course Cyber Monday technology services provider IT Budget Tech Terms Proactive IT Remote Worker Managed Services Provider Shortcut Migration Hard Drives Google Docs Cables Backup and Disaster Recovery Notifications Smart Tech Cabling Wasting Time Operations Enterprise Content Management Finance Firefox Black Market Data Warehousing Humor Employee-Employer Relationship Computing Infrastructure Point of Sale Drones Writing Emoji Technology Assurance Group ’s 18 Backups Theft Heating/Cooling IT Consulting ROI Cost Management E-Commerce Network Congestion WannaCry Technology Tips Chatbots Solid State Drive Wires Human Error Time Management Deep Learning Computer Repair Hacking Virtual Desktop Database Multi-Factor Security Wearable Technology Telephony Vulnerabilities Authentication Microsoft Excel Modem Sync Current Events Connectivity Notes Printer Alerts Law Enforcement Alt Codes Enterprise Resource Planning Bookmarks Retail Cortana Distributed Denial of Service Annual Convention Public Cloud WPA3 Financial Physical Security Servers Data Breach Travel Hard Drive Features Display Comparison Identity Botnet Cryptocurrency Permission 3D Printing Disaster Trending Voice over Internet Protocol Google Calendar Geography Authorization Processors Cookies Mobile Device Managment Software Tips Cameras Motion Sickness Regulation CCTV Administrator Relocation Webcam Hard Disk Drive Students IT Consultant Printers Error Teamwork Cybercrime Emergency Web Server CrashOverride Shared resources