It’s expected to be able to jump on the internet and have every piece of conceivable information within seconds at the touch of a button… so why not your work documentation too?
If we expect it for all of the information in our social and home lives – surely it would be just natural to do this for work content too – it’s more important, generates income and we spend more time doing it, so why don’t we all have electronic document management systems already?
Well, it’s a big step to move from paper filing with draws, cabinets and compactuses to getting everything on screen. Processes and methods that have been in place for years are all about to be changed… and the question everyone asks – is it really worth all the hassle?!
- Certainly space is saved as all records are now on your server and not in space eating filing cabinets and compactuses – get your real estate back, it’s an expensive thing these days!
- Time and efficiency? – you have to ask yourself, have you ever spent more time than you would like to retrieving paper records from your current system or waiting for that document to be retrieved for you internally or offsite? Have you ever lost a file and wasted precious time searching the place ‘it is supposed to be’? Time is our most precious resource these days – we should do everything we can to try and save as much of it as possible!
- The next time a customer calls querying a charge or some information that is contained within a paper document (delivery note, letter, invoice, receipt etc etc) and you have to get back to them later once the information has been located. Take a moment to put yourself in your customers shoes and evaluate whether their experience with your business would have been enhanced by you having the information you needed immediately at hand whilst you were on the phone. Electronic archiving and accurate retrieval can provide this improved level of customer service delivery for you!