Organizing Your Office in the Digital Age
Preparing your office for Year End is quite the challenge; and it can be even more frustrating if you are still manually filing and processing your documents. Sorting and filing using paper is a laborious and dated task that is time consuming to your office staff. In fact, research has shown that office workers spend 20% of their time on average filing, managing, searching and retrieving paper documents, of which 15% are photocopies. The solution to this grueling task is to utilize your multi-functional copier and establish Electronic Document Management.
Electronic Document Management is the electronic storage and retrieval of documents. Organizations can implement an electronic document management system (EDMS) integrated with their multi-function printer and network to handle the filing process. The EDM system allows you to structure and organize your documents for storage and retrieval. It also gives you the ability to add, edit and view documents. Other functions of the software include the ability to index and search documents, and add differing levels of security to your documents.
Time and Money are the biggest advantages for a company to utilize an EDM system. It will save your employee’s time by allowing them to easily find documents from their computer by using a more effective categorizing system. It will save your company money because you will no longer have to pay for large amounts of storage tools such as filing cabinets, boxes, folders, etc. Security is another great bonus, as document management systems can allow different tiers of access to documents based on setup preferences, to keep files safe and secure.
Kyocera offers many applications to install on your multi-functional printer based on your docu-management needs. One of their most popular apps is SharePoint Connector; this app links with a Microsoft SharePoint server to make it easier for employees to share, collaborate and manage their ideas and information. If you are looking for a fast and easy to use app that is the virtual version of a filing cabinet, then Sentry File is the perfect starting point to begin establishing your EDM system. PreservDOX is another great app that is beneficial for any organization that has documents it can’t afford to lose. Critical documents can be saved in secure, predefined areas and can only be accessed via Pin Code, eliminating the worry of lose and unauthorized access.
Establishing an Electronic Document Management system is a great organizational update for your office to launch; and Kopier Net can help you do it! Contact your sales representative today to get your office setup with the best EDM system for your business needs.