As businesses take advantage of digital technology, the process of document management has become increasingly more complex. Document managers are often bombarded with questions about the best ways to store, organize, and protect documents. With this in mind, DEC Office Solutions, Inc. wants to provide an answer to the most commonly asked questions about Document Management for clients throughout the Yonkers, New York area.
What is Document Management?
Document management is the process of utilizing digital technology to store, organize, and protect documents and other digital assets. This includes creating safe back-ups, protecting data with secure access, and utilizing software to speed up the process. document management provides the tools needed to facilitate the search for digital documents, make proper updates, and create easy access for all authorized personnel.
What are Its Benefits?
One of the main benefits of utilizing document management is that it helps businesses store documents securely and accurately. This is due to the use of robust data protection systems, as well as user authentication systems which determines who is allowed to access certain information. Additionally, document management provides an easier and faster method to locate and access documents, as it eliminates the need to manually sort through physical copies.
What are Searchable Documents?
Searchable documents, as their name implies, are documents that can be found and accessed using searchable tags and keywords. This feature helps ensure that documents are easily and quickly located. Searchable documents are also beneficial for document management, as they enable multiple users to access and work on data without risking accidental deletion or overwriting.
What are Some Common Document Management Systems?
There are many different document management systems available depending on a business’s needs. One of the most popular ones is Box, which is a cloud-based program that provides features such as secure storage, user authentication, and automated workflow. Additionally, Microsoft SharePoint is another popular option, as it offers its own range of features, including a comprehensive search engine and collaboration tools. There are also programs like Dropbox, Google Drive, and Alfresco, each of which offer their own unique features.
What are Managed Print Services?
Managed print services (MPS) are a type of document management system that specifically focuses on optimizing printers and other imaging devices. This includes streamlining the process of printing, scanning, and copying documents, in addition to providing the necessary hardware for these operations. MPS also helps businesses monitor the number of prints and accurately evaluate the cost of printing for each page.
Topics: Document Management, Managed Print Services, Searchable Documents