If you’ve ever looked at a room full of filing cabinets and wondered how to find a particular folder or single piece of paper, you know the frustrations of every office worker for the last 100+ years. And you know why digital document management systems have become such an integral part of 21st-century office life.
If you’ve ever had to deal with (i.e. print, file, keep, reference) forms, reports, briefs, releases, quotes, or packing lists, you know how difficult it can be to store all that paperwork.
Filing cabinets are bulky and take up a lot of space. And they’re a finite resource, which means you eventually need to add more so that you can store more paper. Ultimately, you could have enough paper to where there’s no more room in your office for any more filing cabinets, and so you box up your oldest folders and pay for warehouse space to store them all. And if yours is an old company or a large company, that can be a lot of boxes … all to store documents that you might need but probably won’t. Storage can run in the thousands of dollars per month.
But a digital document management system can streamline your file management operation, eliminate the need for paper files and filing cabinets, and make retrieving them as simple as a quick online search. Documents are easier to find, storage is measured in gigabytes, not square feet, and the costs are a fraction of traditional paper storage.
In this article, we’ll explore what a document management system is, different types of systems, and why an electronic document management system is your best bet.