At some point, everyone has heard the phrase, “drowning in paperwork.”
Have you ever felt like that?
In times past, wading through a sea of hard copy was more or less unavoidable. It was just the way things were. These days, however, it’s entirely unnecessary. Thanks to modern multifunction printers, like those made by Xerox, and easier-than-ever digitization systems, cloud-based secure storage, and a heaping serving of automation, you’ve got more than a lifeboat to save you from drowning in paperwork—it’s more like a luxury yacht.
Jokes aside, let’s discuss some of the serious problems you’ll face without a document management system (DMS), the benefits of creating or enhancing your DMS, and how to learn more.
Without a Document Management System, Your Organization Is Vulnerable to…
Sure, it might sound a little melodramatic at first, but it really is true that your organization is vulnerable without a proper document management system in place. For instance, without a solid DMS, your business documents might be vulnerable to some or all of the following:
- Theft
- Destruction (e.g., natural disaster)
- Misplacement or misfiling, leading to lost time
- Requiring staff trips to off-site storage facilities, leading to lost time
- Confusion between versions (e.g., you found an old version of document, when in fact you need the newer one)
None of those things sound particularly fun, do they?
In addition to the aforementioned vulnerabilities, the absence of an effective DMS can lead to significant inefficiencies in your business processes too—in other words, it takes you and your staff longer to accomplish tasks which should be simple.
Enough negative talk! Let’s talk solutions:
A Document Management System Powered by Your Xerox MFP Solves Those Problems AND Gives You a Huge Productivity Boost
A well-thought-out document management system solves the problems discussed in the previous section and brings a host of benefits to your organization, such as security, resilience, efficiency, reduced physical storage of documents, version control, and more.
Imagine scanning a document into your Xerox MFP and knowing that it was safely tucked away as a digital document with your cloud storage provider (like Dropbox or Office 365). Not only tucked away, but categorized automatically. Whether you needed to retrieve that document an hour later or five years later, it would be there, waiting for you. That’s what a DMS can do, and more.
For instance, version control in a DMS refers to a system that tracks changes, versions, and edits to a document. Meaning that even after editing a document, you can always go back to previous versions to see what was there—and you can always be sure you’re retrieving the latest, most up-to-date version of that document, if desired.
There’s a lot more you can do with a DMS, but we’re running out of time. Read on to see what you can do next.
Interested in Eliminating Document-Related Vulnerabilities and Inefficiencies? Let’s Start a Conversation. Here’s How:
The easiest way to learn more about how upgrading to modern Xerox office equipment can positively impact your team’s productivity is simply to contact us at your earliest convenience. If you’re ready to get started as quickly as possible, you’re also welcome to request a no-obligation, free online quote.
A document management system is just one part—albeit a major one—of what Xerox technology can do for you. Xerox machines are more like workplace assistants than simple printers, because they have access to feature-extending apps, efficiency-boosting built-in settings, and so much more. We can’t wait to show you!
