Secure Document Management and the Environment Part 3
Scanning and ECM
Obviously a paperless office is environmentally friendly. But let’s face it, a completely paperless office is a myth. You still need paper for certain records, files, contracts, etc. Still, a lot of business paper is unnecessary. Like the memo that is printed and revised and printed and revised and printed and revised, then emailed.
Usually, the problem with managing all of your business content electronically is organizing and managing all the files. Files structures on your network can get downright chaotic and may not be secure. There may be multiple copies of a file on the network and each copy is at a different degree of revision. No one knows which one is the right one.
A good ECM system provides a single point of entry for all the content of your business and single point of search. It automatically organizes your content, tracks revisions, provides reports on who accessed which files and what they changed. Plus it can automate document processing. This could be something like an expense report, once it’s filled out by the salesperson and saved into the ECM system; it is automatically routed to accounting and associated to that salesperson's compensation.
An ECM system is very secure, especially when compared to paper files. Password protection and redaction features allow you to provide and deny permissions from certain types of files down to a single field of information. And because all the information is electronic, in the event of a disaster your business has not lost any of it’s information. Whether it’s accesses online or simply backed up from your servers, once you have access to a computer, you will have access to your information.
Lakeshore Document Services offers PaperVision ECM software and ImageSilo ECM software as a service. Plus we offer full consultation services to help you manage your documents keeping security and the environment in mind. Contact us and find out how we can help you save resources, the environment and money.