How can outsourcing document management streamline your business?

When it comes to business, being efficient is an on-going process. Companies of all shapes and sizes are always looking to increase efficiency in operations, become more streamlined and improve their overall performance. One way of ensuring all of these boxes are ticked is by outsourcing your document management. But what does document management encompass, and how can it benefit your business?

What is it?

Put simply, a document management system (DMS) is designed to organise and manage documents. The process handles documents in such a way that information can be shared, created and stored appropriately, securely and efficiently.

There are many different elements to document management – including onsite mailing, scanning, copying, hybrid mail, payment handling, records management, shredding, recycling, and more.

Naturally, the move towards the “paperless office” is more realistic for some companies than it is to others. Most businesses continue to operate a “mixed” environment of both paper and electronic data. This means that their DMS needs to be able to handle paper documents, too.

There’s no one-size-fits-all answer when it comes to a DMS, but there is a tailored solution for every business – from small and medium-sized offices to full-scale enterprises. All DMSs have something in common, though: they are there to provide a systematic method, reduce costs and streamline the business.

What are the specific benefits?

The source for all documents: Gone are the days of wasting time searching through stacks of files for a single document; cloud-based DMSs serve as the main repository for all vital documents – and these can be accessed, amended and shared with colleagues.

Security: When documents are not properly managed, the chances of them getting into the wrong hands are considerably increased. If sensitive data is exposed, the damage can be irreversible to a business. A DMS lets you safeguard this information through strict security policies that comply with government regulations.

24/7 access: A web-based DMS gives you access to documents anytime, from anywhere, on any device. This is especially useful when collaborating on projects with colleagues working remotely.

Better organisation: Your documents will be easier to locate, organise and retrieve for future use. This is key when it comes to streamlining a business.

Cost efficiency: As we all know, time saved is money saved. When employees spend more time focusing on core tasks, productivity will be increased, which will ultimately have a positive effect on the company’s bottom line. There will also be savings in copying and printing expenses and less need for file storage space.

Environmentally friendly: Most businesses still use a lot of paper, despite DMSs reducing the need for it in the office. BMC’s Closed Loop Recycling solution is a secure way of ensuring you are doing your bit to protect the environment. Using this system, you will receive back recycled paper originating from your own waste.

As business professionals, we are constantly looking for a system that makes everything that bit easier to manage. A Document Management System could very well be the answer.