What is Document Management and Why it`s Important

What is Document Management?

Document management is the use of a computer system and specialized software to store, manage, and track electronic documents that have been converted to digital format, through document scanning solutions.  You might be wondering whether your business does, in fact, need it? Considering that close to 60% of an employee’s day is spent on working with documents in one way or another, to remain successful as an organization, it’s critical that information is managed efficiently at all times.

At PROSCAN Solutions®, our document management services include software that controls and organizes documents throughout an organization. Information is readily available and shareable through the quality document management options offered to clients.  Due to the fact that each business is unique in regards to operations, industry specialty, size, and overall requirements, customized document management plans are designed individually to tailor each accordingly.

By implementing a smart document management solution, you are consolidating all of your organization’s core document-centric information into one place, stored electronically, which then makes it much easier for business users to find the documents they need, allowing your business to thrive.

Why Document Management is Important?

If you’re like most Charlotte organizations, chances are your office runs on endless documents and paperwork; perhaps you’re beginning to notice that your business is, in fact, drowning in documents.  When it gets to this point, it can be particularly difficult and overwhelming, to manage for any organization. It can also be a security risk, as information can easily be lost or stolen if it’s not kept secure. Time is limited, and the majority of offices don’t have spare hours to delegate to the management of their internal business information.

At PROSCAN Solutions®, we understand this dilemma and want to help businesses by offering comprehensive, document management solutions that look after this important task for you. Our Document management services offer Charlotte clients’ invaluable document searching, eliminate expensive storage and retrieval costs, and contribute to overall productivity among your employees.

The biggest and most important step towards successful document management is through the conversion to electronic record keeping. Document scanning means that in a fast-paced environment, you have files at your fingertips at all times, providing immediate access and retrieval when it’s needed most. It also provides you with the instant ability to share files electronically with those of interest, without the added delay of searching through endless filing cabinets to locate specific records.

It’s critical that organizations are mandated to properly track and secure any data that is stored or shared both online and offline. We must also keep track of the information we email, broadcast, publish online, collaborate on, compare, and present — as well as the related content that others send us.

Regulatory measures like the FACTA and the Health Insurance Portability and Accountability Act (HIPAA) have created a further burden on organizations to produce more documents and track them more methodically.  While document scanning is a critical process in achieving organization and efficiency, for the best results it is highly suggested that your business considers our additional document management services, such as database setup, copy, and print services, and secure document destruction through our parent company, PROSHRED.

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