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