How do you know it’s time to invest in a professional document management service?
Lack of Space:
If your office space is littered with paper and files that are difficult to find when needed, a document management service may be the solution you need.
Also consider: Are you paying for extra commercial space to store those files? With rental prices ever increasing (particularly in cities) can you afford to pay for space that is utilised solely for storing your records?.
Do you spend a lot of your working hours looking for misplaced files? A recent study by the Information Commissioner’s office suggests that up to as much as 21% of productivity is lost due to searching for and replicating lost documents.
It also affects your ability to serve your customers in a timely manner if you have to search for the file before you attend to their needs.
Could you do with a better alternative to paper forms for storing valuable information within your office? Mitech can provide you with a scanning-to-CD service or, alternatively, your information can be stored within our secure ftp site or stored using Cloud technology for instant access.
Of course, you may not be able to get rid of the paper altogether but with Mitech’s purpose built secure storage facility, you can rest assured your critical information is safe while you enjoy your new uncluttered, efficient office.
Benefits of Document Management
You no longer need to search through a cabinet to locate a file. At Mitech Systems we can pick and deliver a document, file or box to you within an hour if necessary.
Alternatively, we can utilise digitized document management tools which make it even easier to access your files when you need them.
Our Scan-on-Demand service allows you to request a document which will be scanned and emailed to you directly. Using our secure online system, you have 24hr acces to all your files.
You can search for files by name, content, or some other search term. You can also limit access to certain people within your organisation to maintain the security and integrity of your company’s valuable documents.
Many organisations are aware that their documents need to be retained for a certain length of time. However, organisations are often unaware that there are many different statutory rules that govern the length of time that different types of document need to be kept.
Many companies opt for the ‘rather safe than sorry’ approach and retain everything, forever. However, this can be as bad as disposing of records that must be retained.
The ICO has the power to issue fines of up to £500,000 for improper records management as outlined in The Data Protection Act (including retaining documents that should have been disposed of) so having a proper data management process in place is essential to your organisations bottom line and viability.
Mitech Systems offers tailored RM and EDM solutions for all organisations, small and large.