“The problem of information overload, therefore, may not be the quantity of it but our inability to know what to do with it.” — Danniel Tammet
What is your company’s most valuable asset?
Without a doubt, it’s your information. The way you manage your information drives your organization forward and distinguishes you from competitors. It encompasses your goals, your products, and your ideas. Information keeps everyone on the same page.
Since your information is so important, you need to find the most efficient way to manage it and also to be able to quickly share it with your employees. Traditional paper management systems just can’t keep up with the amount of information organizations have today.
So that brings us to electronic document management systems.
Implementing An Electronic Document Management System
- Before choosing which system you want to go ahead with, find someone in your organization who will be in charge of this system. They should already be familiar with your files and also have an interest in championing this project so it has the best outcome possible. Once the system is in place, this person will be the main source to answer any questions, keep the system up to date, and troubleshoot any issues.
- The next step is to audit all of your company’s information and find out how the information is structured and if that is the best and most efficient way to have it organized once it is converted to digital files. Digital files can be fully word searchable which gives you the flexibility to organize your files however you see fit. That will not only save money and help your employees be more productive—it can lead to new business insights. Although digitizing your paper files can seem like a daunting task, there are many ways to make this task quick and easy with different affordable price points.
- Eliminate unnecessary storage space. Both physical and digital cost you money. Are you storing files that are past their retention or close to it? Do you have duplicate files? Are there any additional items you can purge? Going through your files thoroughly can help save you lots of money in the long run. This shouldn’t be a one-time exercise—technology advances quickly, and you should regularly review your systems to see if a new arrangement might work better. Services like “Data Analysis” make it easier for companies to achieve this without using their own resources.
- Now that you have an employee in your organization in charge of heading this project, that you know how you want your files to be organized, and that you’ve gone through and cleaned them all up, you’re in great shape! The next step is to decide if you want your digital files to be stored on-site or in the cloud. While both have their advantages, it all depends on the size of the organization, the resources available, and the level of technological knowledge they have. It’s best to do your own research or have a free consultation with an expert to figure out which model will work best for you.
And that’s it! Now that you have all these things figured out, you’re ready to find the right company to help you implement this. Although pricing is usually the main factor that companies use to distinguish which company they want to go with, it is important to evaluate the document management system itself, the customer service of the company, and when they will be available to help you if you come across any issues.