Keep Data Secure with Document Management Software
Document management software assists with storing, organizing, and managing everyday business documents and files into a digital format then used in business processes. This software can transform an office environment into an efficient and secure workplace.
An electronic document management system can provide companies of any size, small businesses to large enterprise businesses, with the tools designed to increase efficiency, leaving your business a step ahead in the competitive market. Digitizing documents is the future of the workplace and all businesses have the opportunity to gain rapid benefits and ROI from document capture.
Document management software allows organizations to scan, import, process, tag, and introduce critical business content into enterprise content management systems. Enterprise content management (ECM) is a set of defined processes, strategies, and tools that allow a business to effectively obtain, organize, store, and deliver critical information to its employees, business, and customers.
This software finds documents at a click of a button making document retrieval easy for you or your employees.
Here are some key features of why document management is necessary for small businesses.
6 Benefits of Document Management Software:
1. Save Time and Space
Keeping paper documents in filing cabinets takes up valuable space and time. Companies can reclaim their office by digitally converting files and disposing of those oversized cabinets. Rather than spending time rifling through drawer after drawer, employees can easily navigate and locate files digitally with advanced search features. Store documents in this system making them easily searchable.
2. Protect Files with Enhanced Document Security
Paper documents are hard to monitor and can be accessed by unauthorized personnel, creating major security risks. These files can be digitized into electronic documents and password-protected to ensure that only authorized individuals have access to them. Easily collaborate on documents with clients and employees. Documents can be monitored and tracked to see who has accessed, modified, or printed them using advanced security models. Document management software also provides the ability to track documents’ chain of custody to easily see where and with whom processes have been left off.
3. Access Files Anywhere
With cloud based document management options, digitally back up and maintain documents allowing important files and data to be accessed securely, regardless of location. Having documents in one secure, digital location, document retrieval is easier since they can be located immediately and retrieved with ease.
With a variety of solutions with key features such as eSignatures, optical character recognition, instant electronic sharing, and cloud-based file storage, RJ Young’s Document Management Systems can bring your office into the paperless era.
4. Prevent Loss with Disaster Recovery
Creating digital copies of documents prepares businesses for unexpected disasters. From natural disasters to theft and property damage, document management software allows businesses to recover quickly from disasters and continue operating like normal.
5. Ensure Compliance
Whether an organization has to comply with HIPAA, FERPA, Sarbanes-Oxley, or other government-regulated standards, the software is specifically designed to retain and protect their files securely, to ensure they are compliant. RJ Young specialists are familiar with compliance standards and can advise on the best ways to ensure compliance.
6. Automate Processes
The implementation of this management software allows a company to create automated workflows for common processes such as: onboarding new employees, processing invoices, and handling human resource procedures. Process automation increases a company’s efficiency and productivity, while simultaneously saving them time and money.
Choose RJ Young for Document Management Software
Regardless of industry, any office can benefit from implementing an electronic document management system to organize and store your documents, eliminating paper-based file systems. RJ Young has partnered with reputable enterprise content management providers to provide their customers with the best tools to manage and organize their organizations.
To learn more about how RJ Young can help increase your office’s security and efficiency, fill out a contact form or give them a call at 800-347-1955.