These days, we don’t push paper anymore, but we do push digital files, documents, spread sheets and quotes through a series of internal and external networks. In highly confidential work environments, such as doctors’ offices and law firms, there is always a concern about maintaining control over who can access each document.
As documents move through an office environment, they can be converted into PDFs, reformatted, recalculated and edited. They can also be emailed, printed, mailed and released to the public. But because each document is essentially a “corporate record” it is important to retain each one properly throughout every stage of its existence.
Whether you choose to use a document scanning company or handle your document management process in-house, it is wise to come up with a company-wide protocol for the movement of digital files through corporate networks. Most companies will also want to use off-site online document storage for instant retrieval of important records from any PC.
For those who choose the do-it-yourself method, Microsoft Office SharePoint Server has features that will help you implement a fully functional document management system. All aspects of the program work well with familiar applications from Microsoft Office, such as Word, Outlook and Excel.
Larger organizations, and those who require more security features, should consider outsourcing their document management system to an outside vendor. Not only will this free up your employees’ time, it will also ensure that the project is managed properly, all documents are archived, and system updates are maintained on a regular basis.