For most mid-size and large companies, there’s a constant flow of documentation – contracts, invoices, memos, records, meetings notes, agendas, handouts, client files, proposals, RFPs… the list goes on and on. Problems often arise when the massive amount of documentation becomes overwhelming, or when you can’t find that one document that’s essential to completing a project. Dashing from office to office in search of a signature or a single piece of paper is daunting and unproductive.
In today’s digitally dominated business world, efficient companies need to have a process for converting paper files into a digital format, and integrating them into some type of document management system. For smaller business, a simple office scanner and basic software may suffice. For larger companies, it’s another story.
A part- or full-time document management professional may be crucial to improving efficiencies and productivity among all team members. For instance, let’s say you have loads of legacy documents or files that need to be converted to a PDF format, and then indexed for fast retrieval. That process can take many hours – and who has those extra hours to spare?
Here are five signs you need a document management professional in house:
- You have a constant flow of paper files or incoming forms that are steadily increasing file storage space on site.
- Retrieving paper-based files is a slow and arduous process. Or, (even worse) you have to continually retrieve documents from an off-site storage facility.
- You are unable to digitally retrieve scanned files because the company’s digital data is not indexed properly, and/or it’s not searchable.
- Your paper files are always getting misfiled or misplaced. You’re constantly hunting for documents.
- You aren’t properly prepared for an unplanned disaster, such as a fire, theft or equipment malfunction.