Example of a Checklist Post

Two Minute Quiz: Is a Digital Document Management System Right for My Business?

Determining what technology is right for the unique needs of your business can be difficult. [Business name omitted] offers experienced technology consulting services that are designed to assist you in making choices concerning technology that will provide you with the best solution for the best value. In this post, we are providing a quick two-minute quiz that can help you determine if switching to a digital document management system is a good fit for your organization.

True or False

My business relies upon signed contracts, service agreements and financial statements.

My staff must retrieve documents from our files to complete at least 50% of their daily work.

My annual budget doesn’t include a minimum of $500 per employee for hard supplies.

My staff often requires the use of the same records simultaneously.

The physical office doesn’t have a lot of extra square footage.

I cannot guarantee restricted file access at all times.

Compliance remains a top business concern.

Less than 50% of our business files are backed up in case of a catastrophic event.

Business could benefit from an increase in employee productivity.

We have had problems with losing or misplacing documents in the past.

Not all the incoming documents are formatted in the same way.

It is essential to ensure the security of our consumer, client, or customer data.

Scoring

I answered “true” for five or fewer statements.

If you answered “true” for five or fewer statements then switching to an electronic method for managing your documents and records may not have a huge impact on your business- unless the questions which you answered “true” for concerned compliance and security. Modern document management systems utilize indexing processes that are not present in traditional filing methods. Digital indexing helps to retain the authenticity of documents loaded in the system, while creating an audit trail for origination, source and dates. In-built security features allow you to monitor and restrict access to sensitive data, and even automate retention times. Additionally, destroying records digitally is safer and more affordable than doing so with physical records.

I answered “true” for six to ten statements.

If you answered “true” for six to ten of the above statements then it’s time to start investigating your options for electronic record keeping. Your business can see immediate returns from making the switch in terms of improved production and lowered operational costs. Document management systems boast fast retrieval times, and can allow employees to work on the same documents simultaneously. They also have a significant impact on overhead costs in terms of space saving storage, and a reduction in paper and ink costs. Plus, you’ll get the added benefits of improved compliance and data security.

I answered “true” for ten or more statements.

Contact us now for a demonstration of our DMS, [Product name omitted], and discover the full spectrum of advantages switching to an electronic method can offer your business.