Almost every business handles paperwork—from invoices, to forms, to even contracts. As your business continues to grow, paperwork starts to pile up, slowing down the flow of business information and productivity. As a result, this creates storage and retrieval issues, as well as increases costs and ineffective collaboration between workers. These are challenges that any business can face, especially in areas like human resources, accounting, or any other paper-reliant department. The solution is simple – eliminate business inefficiencies in your organization today by implementing an easy to use digital storage method. Small business document management can provide countless benefits. 

An electronic document management system can provide companies of any size with the tools designed to increase efficiency, leaving your business a step ahead in the competitive market. With all of your business-critical documents in one central location, the entire company gains immediate benefits.

Three Reasons Why Every Small Business Needs Document Management Solutions:

1.    Increase Productivity

Focus more on the business and less on the paperwork. Electronic document management systems provide a digital alternative to paper-based workflow, instantly boosting productivity. To start, it can give business owners a look into the daily processes of each department, providing decisions makers with information on where operations are struggling. Electronic document management also improves customer service by creating a filing system where records can be found instantly.

2.    Business Continuity

There’s no telling what tomorrow will bring. That’s why having an effective backup and recovery strategy is essential to any business, regardless of size or industry. Hidden through multiple levels of robust security, an electronic document management system provides that safety net companies are looking for. It can keep years’ worth of information in an additional off-site location, which is automatically updated and secure from natural disaster or theft situations. Backups can also be performed frequently to ensure all new information is secure for a worry-free recovery process.

3.    Effective Collaboration

Document sharing and collaboration is made simple with electronic document management. Electronic document management systems ensure that every document gets to where it needs to be and that the wrong people don’t see it. Users can track who has viewed or modified records through a live audit trail. Users can also access business documents from any mobile device, creating stress-free retrieval and providing the option to work out of office while still collaborating with colleagues, customers or partners.

Electronic document management makes it easy for businesses to store and access files from a single, centralized location. Implementing an electronic document management system will not only save paper, time, and money, but it enables users to focus on the work that really matters.

Choose RJ Young for Document Management Software

Regardless of industry, any office can benefit from implementing document management solutions into their organization.

To learn more about how RJ Young can help increase your office’s security and efficiency, fill out a contact form or give us a call at 800-347-1955.

Did you know the average worker produces 10,000 sheets of paper each year? Living in a world of increasingly wireless networks and connected devices—from laptops to tablets, to smartphones and even smartwatches—many organizations, big to small, are surprisingly still dependent upon paper, including the technology and energy required to produce paper documents.

As we approach Earth Day, the day set aside each year to show support for environmental protection, worldwide, we want to share 5 tips to help you reduce the consumption of energy and materials required to produce paper documents.

1. Install a Managed Print Services Program

Many offices continue to operate with a fleet of single function devices such as printers, scanners or fax machines. Most often, these single-function devices can be replaced with multi-functional, or all-in-one, devices that print, scan and send/receive faxes.

2. Mandate Efficient Print Settings

Most modern multi-functional devices are equipped with control mechanisms, or are can be updated with software, to mandate efficient printing settings such as forced black and white printing, draft quality printing and two-sided printing. These print settings can immediately reduce the amount of consumables used to print documents.

3. Reduce Abandoned Prints with Secure Print Release

Statistics have shown that over 40% of printing is unnecessary, which is supported by other reports that one-in-five print outs is never picked up, left abandoned—which can also lead to compliance issues (but that’s another blog topic). Simple software installations that require a badge-swipe or code entry to release print jobs can reduce abandoned prints and wasted printing.

4. Implement Document Management 

Electronic storage and retrieval of information is the ideal strategy to help reduce consumables and energy related to printing. Most office technology companies can assist in designing and implementing an effective document management strategy to ensure documents are stored, backed-up and easy to retrieve digitally.

5. Select Energy Efficient Equipment

Today’s office equipment, like most technology, continually improves to consume less energy, go to sleep when not in use for set periods of time and other features to help reduce your energy consumption. If your multifunctional devices are a bit aged, upgrade to save on energy costs.

Going green in your office is easier than you think. Your local office technology dealer can help you select the most energy and cost efficient equipment and software for your business.

Chastity Fox, Director of Advertising & Marketing

Chastity has more than 15 years of experience developing strategies, tactics and executing projects to help businesses grow. She is a digital marketing and technology enthusiast, leveraging this to boost productivity and move businesses forward. A graduate of MTSU (and also completed coursework at NYU), Chastity is a Tennessee native. She resides in Leiper’s Fork, a small town in Williamson County, Tennessee with husband, Brent, and Golden Retriever, Duke.