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Document management - archiving your records |
Need a new solution for your archives? Research a document management solution.
Whether you are a company that offers archive services to other businesses, or you have an internal archiving department that holds records for your own needs, you may be looking for a better way to store and retrieve the files that you hold. Document management software can help you to reduce the amount of paper you need to store and reduce your costs.
Using document management for archiving
Depending on the nature of your business, your archives may stretch to hundreds of thousands of pieces of paper. Not only does that mean you constantly need new space or storage areas, but it can also become more difficult to retrieve documents - particularly those that have been archived for some time. Archives, by their nature, have to be meticulously organised and properly stored and electronic document management reduces the need for a specially-controlled environment, allowing you to store everything on a secure server. Archiving via a document management system allows you to:
- Organise records - create a logical file tree that lets you add and retrieve documents easily. Customise the file trees and filing areas to your own needs, creating as many or as few files as you need in order to keep your records intact.
- Scan a wide range of documents - document imaging allows you to add any type of record to your document management solution. Whether it's a legal contract, a hand-drawn map or a computer-generated diagram, you can scan and catalogue a wide range of material without worrying about using separate storage areas and cross-referencing with other documents. Instead, keep everything together in a relevant file.
- Add information - archivists often want to add information to the records they hold in order to put them into an historical or business context. Electronic document management allows you to add notes and other references to each document as it is filed, allowing for easy retrieval at a later date.
- Control - you need to be able to control the information that's in the archives, the way in which it is stored and the people that are allowed access to it. By using document management software, you have full control of records management, quality assurance and document imaging, giving you full control over the whole archiving process.
Document Dynamix provides solutions that help businesses to perform better. With electronic document management systems for data capture, business process management and integrated document management, Document Dynamix is the perfect choice for companies who want to see efficiency, productivity and client communications improve. Whether you're a small independent business or a multi-national, our solutions can save time and money. What's more, our approach to customer service, along with our eLearning programme means that you and your staff are getting the very best in training and support from start to finish. Use our "Contact Us" page now to register for more information.
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