How much extra time in your day do you have to waste looking for the right document?

Is your filing system based on paper stuffed inside manila folders stuffed inside filing cabinets that line your office, hallways, reception area, and storage rooms? If so, there’s a more secure, cost-effective, and fast way to manage your critical business documents.

Here’s how to improve consistency, security, and access while saving time – regardless of what business you’re in.

Document imaging and document management software allows you to convert your paper files into electronic files and then manage them without the need for paper. Using a dedicated scanner or copier, you convert your paper document into a digital document that is then easily managed in a computerized filing system – and can be set up just like your current filing cabinets. Fax, email, and print (if you need to) any file right from you desktop.

Here’s how your business benefits: cost savings, security, access, consistency, and increased opportunity.

SAVE MONEY

There are three well-documented return on investment measures for electronic document management: save time, no more lost documents, and more usable office space.

• Time. A hidden cost of paper files is the amount of time it takes to work with them. For instance, let’s say an employee visits the record room four times per day to locate a file. Each visit takes five minutes. That’s 86 hours each year – just over two 40-hour work weeks – that you pay that employee to take a walk. At $20/hour, that equals $4,300 per year for one employee. And that’s not to mention the break in concentration – and loss of productivity – for each of those trips. With document management, those files are a mouse click away.
• Lost documents. Estimates for the cost of recreating a lost, misplaced, or inadvertently destroyed document is $250. What’s the cost of losing a patient file? Or even just their HIPAA approval statement? How much would a misplaced client proposal you’re you in lost business?
• Office space. Real estate in the Washington, DC area is expensive. How much does each square foot of your office cost? How many of those square feet are devoted to storing paper files? What could you do with that additional office space? Keep from having to open another office? Be able to add more patients? Do you pay to warehouse your documents? You can save on future warehousing costs – or even eliminate them altogether by scanning old records and managing them with electronic records management.

SECURITY

If you’re not taking data security seriously, you should be. Threats from outside (competition, identity thieves) and inside (disgruntled employees, employee theft) threaten the integrity and value of your most important information. Not to mention that paper files can be left and then viewed by those who shouldn’t have access to those files. Document Management systems can provide several layers of security:

• Multiple levels of password-protected access for groups and individuals
• Audit trails showing who has accessed or updated documents, a huge step for complying with some regulations.
• You also need to consider disaster recovery and business continuity. If your offices were destroyed, along with your files, do you have copies of those files stored off-site? Electronic copies can be backed up to multiple locations to ensure that a fire, flood, or break-in won’t cripple your business. Please note that document management does is not a disaster recovery plan by itself!

ACCESS

If you’d like to allow your employees to work remotely, paper files are a serious roadblock. A document management system allows:

• Secure access to business files from anywhere (and often on any device)
• More than one employee to look at a file at the same time
• Multilayered access allows employees to see and change only the documents they are authorized to see and handle

CONSISTENCY

Companies think their document handling processes are just fine without a computerized system. They’re usually wrong. One benefit that matters more to larger companies is that a document management system will enforce consistency to the degree you want it. Different departments may have different approval processes – but once those are defined, that system will make sure they are followed. No longer will consistency in filing, naming conventions, and workflow suffer as you add new employees or cover for vacationing staff.

INCREASED OPPORTUNITY

Imagine how much more productive you and your employees can be. Improved compliance, better focus and productivity, and more effective use of space are only scratching the surface of how improved management of your office files can make your business better.

Are you ready to become more productive with document management?
Call or write us today for more information: 703-369-2575 or

information@mpcopiers.com

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