When talking about office organization, it can seem like a vague and unattainable goal. People often have different ideas of what organization means and different expectations for what it will look like in the end. When document mangement is brought into the conversation; there are a few common thoughts that come to mind:
- document management is too expensive
- going paperless is unrealistic
- paper documents are safer
These thoughts, though understandable, are myths. We’d like to opportunity to debunk them, leaving you with a clearer understanding of document management.
Document Management is Way Too Expensive
Although this is an easy thing to say during a casual conversation, the truth is that disorganization and the losing of important documents are what is too expensive. Document management tends to save businesses money through saving them valuable time, space and reducing the volume of consumables used in a day, such as paper, toner and organization tools.
Going Paperless: Unrealistic?
What is actually unrealistic is a sustainable office that overuses paper. Businesses have shown over and over that not only do they reduce their carbon footprint by jumping on board the paperless initiative, but their business reaps benefits through financial savings. Not to mention the good reputation it gives your business when you show the effort you are making for a better tomorrow. Businesses can’t afford not to make an effort toward the paperless office.
Paper Documents: Aren’t They Safer?
It’s common to think of a computer network as more vulnerable than a secluded document in a filing cabinet. However, have you considered the things that could happen to your essential documents if their only version is on physical paper?
- natural disasters such as fire, flood or tornado
- simple misplacement
- easier access to confidential information
If you lose the only paper version of a crucial document, it’s gone, and you’d be surprised at how many businesses don’t recovery after losing their important documents.