The Ultimate Document Management Checklist for Your Business

A comprehensive document management process enables organizations to take control of the way they manage documents and transform paper-intensive processes into turnkey, streamlined workflows that help you work smarter, not harder, while consuming less time and resources.

If you’ve considered implementing a new document management strategy but want to know if it’s worth the investment, this brief self evaluation can help you assess current labor and overhead expenditures to determine bottom-line savings.

Some simple yes or no questions can make all the difference: 

– Do more than three people in your office handle documents on a daily basis?
– Does it take you longer than four minutes to locate a specific file or paper document?
– Do you copy, scan, store, or file more than 10 documents per day company-wide?
– Would a paperless environment enable you to manage information more efficiently?
– The average security breach costs $200,000. Are you confident in the security protocols and compliance standards you’ve implemented to protect confidential documents and data?
– Do you struggle to maintain consistent processes for scanning, indexing, and organizing electronic records?
– Does your office contain two or more file cabinets filled with old or disorganized records?
– Do you generate 10 or more new documents related to core business functions per day across all departments?

It all adds up…

Based on your answers to the questions above, you may be surprised to find that organizations can easily spend between $800 and $4000 per month on document management. That takes into account time spent locating and retrieving documents, paperwork volume, average hourly salaries of staff, and overhead material costs.

Time and labor costs are real – everyone’s busy, and everyone is looking for ways to save time without cutting corners or lowering quality of service. Would you rather have your employees spend more time working with clients, or searching for another lost file?

The hidden costs are out there. Whether it’s through wasted time, mistakes, disorganization, or potential data breaches – putting a plan in place now can save you a lot of headache in the future.

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