Even though it isn’t easy, it’s becoming more important for businesses to take an accurate count of all the documents they have in place. Enterprises are getting vast amounts of data each day that they need to keep track of, and those that do not use automated data collection may end up falling far short of where they need to be. Barbara Cleary wrote on Quality Magazine that companies need to adopt a system with a proper level of security.
“In the paper-only days, systems could be wiped out by fire or by simple misplacement of documents, but in a document control software system, customers should make sure that their documents are internalized and stored inside a relational database, so they aren’t left in a computer’s file system where they might be damaged, deleted or copied,” she wrote.
With automated data collection and a document management system from Binary Office, organizations can get the control and security needed to ensure they are taking care of their data groups. One thing these systems reduce is the problem of losing information because Binary office uses indexing technology that will eliminate human error and misplaced documents that often happen with paper filing.
The Association for Information and Image Management said on its website that some of the positives of having a document management system include gaining the ability to easily scan documents into a platform where they can be tracked and secured. Businesses will gain a more thorough audit trail, which helps take care of any compliance issues that could pop up. Companies will also have a new level of accountability for data as it travels through a network.