In this blog, you’ll learn 5 easy ways your business can leverage digital technology. Using document management systems, you can go paperless, increase efficiency, and save thousands per year.
The Problem to Solve
Managing the mountain of paperwork and digital files that flow through a company is one of the biggest challenges facing businesses. If you’re still fumbling with paper or struggling to optimize your current document management systems, then you are wasting valuable dollars each year.
Nearly 10% of corporate files are either lost or misfiled, and it’s estimated that, for every 1,000 knowledge workers, companies waste up to $3.5 million a year looking for nonexistent information. So, it’s time to put an end to that once and for all.
Here are 5 quick tips for storing your documents to:
- Maximize efficiency
- Save money,
- Spare extra time
- Focus on what really matters: your business.
Why your Company Needs Document Management Systems
Document management storage systems help your company store all of its digital files in one central location. This allows for easy access, organization, retrieval, and sharing. Think of them as giant electronic filing cabinets (except they don’t collect dust!).
In a world where a single employee uses 10,000 sheets of paper per year and businesses spend $20 to file away each document, talking to a document management company can help you go green and save green!
Not convinced? Just look at some of these stats:
- Companies spend $20 to file a document
- $120 per hour to find a misfiled document
- $220 to reproduce a lost document.
- 5% of all documents get lost.
- Employees spend more than 3x as much time searching for documents as they do reading them.
All the data points to one conclusion: Paper is inefficient and costly!
The only issue facing digital document management systems is that it can be a bit confusing to figure out how to actually store the documents themselves.
Don’t worry, follow these tips and you’ll have a digital office that boosts your productivity and saves you thousands per year.
How to Manage your Documents
1. Get rid of all that extra paper:
If your information is backed up in the cloud (we’ll get to that later), then you don’t need those hard copies sitting around the office. With the Optical Character Recognition (OCR) function in Soda PDF, you can scan your hard copies and turn them into easily searchable online documents. Learn how to use OCR here.
2. Convert your docs to PDF/A format:
Rapid advances in technology put your documents at risk. If technology outpaces your PDF format, they could be lost for good. With the PDF/A format, you can ensure that your docs are retrievable into the future. Check out our blog post on converting to PDF/A here.
3. Share documents in the cloud:
If you want to put your company’s spirits up in the clouds, then share documents using advanced cloud technology. For example, Soda PDF will allow you to save your documents to your cloud storage system directly through the app. You can access and edit those files from anywhere, on any device.
4. Learn your ABCs:
Storing your files alphabetically works well for documents with vast archives. If you are constantly reaching back to bring new documents to life, then knowing exactly where to find them saves a lot of time.
5. Boldly go where no office has gone before:
“Digital weight” is a term referencing how many files you have in your document repository. The more you have, the slower processes become. Use a tool such as Soda PDF’s “Compare” function to view old and new versions of docs side-by-side to see which ones you actually need. You can liposuction all the dead weight out of your system to make your life easier.
Document storage solutions help companies like yours overcome the challenges of managing the thousands of documents that it processes each day.
With PDF archiving, you can:
- Eliminate those obstacles
- Increase your productivity
- Create an excellent user experience for your team
- Save your business a lot of money in wasted employee hours and dollars
Sound like something that you’re interested in? Then download Soda PDF to start managing your digital documents now.