Myth #1: Document Management Systems are only meant for large corporations, not a small business like mine.
Fact: Document Management Systems (DMS) are used for businesses of all sizes, even small ones. A DMS can allow small businesses fast and easy access to crucial business information and enables small organizations to quickly address the needs of its demanding customers. Increased customer satisfaction leads to consumer loyalty and can give a small business a great advantage over its competitors.
From small medical clinics and law firms to large financial corporations and manufacturing plants, our document management solutions are customized to fit your business needs, whatever your business size.
Myth #2: Paper documents are more reliable than any electronic document system.
Fact: Paper documents are not secure and reliable if they are misplaced or lost. Human error is inevitable and records can go missing. Keeping crucial business documents on paper is risky business. Theft, fire, flood or other natural disasters can destroy a business that relies on paper-based processes. In fact, studies show that the survival rate for small businesses that experience disasters is less than 10%!
Myth #3: Dedicated IT staff and intensive training is needed to maintain a Document Management System and we can’t afford that.
Fact: Document Management Systems today are so easy to implement and maintain, IT staff is not necessarily required. While it is true that larger corporations benefit from IT personnel to assist in the adoption of a DMS, smaller businesses can easily execute document management without IT.
There’s no need to spend money on extensive training either; our document management solutions are simple to implement and use because they are easily integrated with familiar applications that many employees already use. In most cases, there is no need to change existing business processes, as our solutions are customized to seamlessly integrate into existing administrative platforms.
Myth #4: ROI can’t be achieved in the short-run. I’ll wait years to recover my costs.
Fact: Employing a Document Management System not only cuts costs, it increases employee productivity and saves valuable time. Gains from increased productivity and time savings are immediate. Fast search and retrieval of documents means more time spent on value-added activities. While every company experiences ROI at a different pace, recovering costs from the use of physical storage space, the implementation of software and document scanners can result in a return on investment in less than 12 months!
With today’s technology and software advancements, document management has proven to be much more cost effective than the archaic paper-driven trail. In fact, studies have proven that with every dollar spent in document management, businesses can expect a return of $6.12. Where else can you get that kind of return?
Myth #5: Document Management Systems don’t ensure compliance in my regulated industry.
Fact: Document Management Systems implement information policies with multiple layers of security. You can ensure proper procedures are carried out by automating and tracking compliance processes and gain regulatory confidence with evidence of audit trails, security controls, user activity, document history, and record retention policies.
Our document management solutions are fitted to your business and industry needs and ensure compliance with regulations and standards such as ISO, HIPA and Sarbanes-Oxley.