How To Reduce Document Storage Costs

Document archiving is an expense most businesses can do without.  You pay rent so boxes can have a cool dry place to slowly rot.  Thousands of dollars of rent monthly in case you need a receipt, or are audited or involved in a lawsuit!  Even worse, if you are audited or are required to produce a document, you spend more money and time digging through boxes and folders to try and find what you are looking for.  How much will it cost if what you are looking for isn't there?

Document management systems not only securely stores all of your documents, emails and attachments, but also easily integrates them. With a few clicks, thousands of documents and files are uploaded in no time, with no effort.  The system enables you to save from your desktop, MS Office and Outlook. The benefits of an online document management are just beginning! The system organizes and retrieves documents by customized data filters and provides a online access from anywhere at any time.

These online, typically cloud based document management systems upload one or thousands of files and documents in minutes. Literally moving all of your file cabinets to your secure cloud based storage. These documents and files are no longer dead papers in a file cabinet but live files accessible in seconds. Would you like to find that insurance policy or a group of documents without leaving your desk. Group all of your environmental reports for a dozen properties into 1 report and review them without going into multiple file cabinets. Create an audit trail that would typically take days in searching through multiple file cabinets in literally seconds. How much time and money would that save you?

Additional features for some of these online document management and project management sites include customized tags or metadata that you define describes any document that you require it for. For instance Metadata may include the date the document was stored and the identity of the user storing it.  The data archiving engine uses this metadata to pull and compile

documents from across unlimited files, folders and cabinets. Why is this important?  Well, for one most audits require a sampling through customers, vendors, and years.  Imagine again, just opening your browser and typing in your search criteria and within seconds your documents are compiled into one workspace.  Then accept or refine your selections and create a single, bookmarked file in pdf format, ready to print, download or share.  Audit trails and document discovery compiled in minutes. The savings in time and money is easy to calculate.

With some online records management systems you can then share those files and documents by setting permissions, set and assign tasks and follow up with your team worldwide. These systems are great to manage projects with multiple parties in different locations. Notifications will let you know when new documents are uploaded or edited. Version controls will keep track of various versions of a document and who last edited that document. Online project management software or an online document management service is the ultimate tool for managing your business from any web browser at any time. Utilizing an online document management service makes your business more efficient saving you time and money and in addition makes you more competitive in todays marketplace.

Document security is fundamental to any business and is a key component of any online document management software or data management system. Conformity requirements for certain documents can be rather intricate depending on the category of documents: in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requires that medical papers meet firm security standards. Filocity.com has a rights management module that empowers an administrator to grant access to documents of specific types to specific people or groups of people.  Some document management servicestake it a step further.   Owners can set document filing rules to guide employees in local or distant locations, with years of experience or hired only yesterday to accurately file the same way from the minute they access their online cloud storage system.

After reading the article above you can see the number of ways that an online document management software system can reduce storage costs, save employees time, make your business more efficient and more competitive. Online document and project management software systems with file sharing will become the file cabinets of the future. With instant access to files documents and historical records with minimal cost, companies will need to integrate an online document management or file management system to lower their costs and IT overhead and to be able to access and share documents at a moments notice.

 

Filocity.com is an enterprise level cloud based document and project management system that is now being offered to the public. Free trial at http://www.filocity.com

Filocity.comSafe Effortless organization, Instant retrieval.