A little over a year ago, when we spoke with business owners and executives, document management seemed to be more of a “nice to have” feature. Yes, it saved time, was more convenient, and saved space, but the traditional filing cabinet was still working. Now document management enters discussions as a necessity, and no more as a “nice to have” function.

What happened? Here are a few explanations that can help explain why document management has become important to have.

Remote Access For Sales Representatives

One explanation is that sales representatives that are traveling to customer sites need to see certain documents as well.With the help of laptops, smartphones, and tablets, sales people have lots of information available to them. Documents filed in the filing cabinet back in the office are difficult to access though. If they are at a customer site and need to produce a document, such as a proof of delivery or an invoice, it requires rigorous chain of events and people to get that document to them in the field. With a document management system, documents can be easily accessed from remote locations.

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Security starts with what prying eyes can’t see.

You may consider your company pretty safe. You shred important documents before you dispose of them. You have a firewall and have taken other security measures to make sure that your system can’t be accessed from people outside of the company. All of those security measures are great and keep your company’s information mostly secure.

What about the printed documents? The physical  reports, memos, and other types of documents that might be sitting on your employees desks, out in plain view.

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I would surmise that the lion’s share of companies out there, particularly the companies that are considered small companies, are still operating in environments where there are reams of paper shuffled about. All of this paper, in the form of reports, orders, purchase orders, product specifications, etc., is shuffled about is eventually stored away for future reference.

We have been internally testing a document management product that integrates with our DistributionPlus software to prevent such environments. Countless hours have been saved by using the product, and we are excited to be able to offer a product like this to companies. A product that will save companies the kind of time that we have been experiencing.

Look for more details in the coming weeks as we introduce the document management
product.