Document Management System is a system used to track, manage and store documents and reduce paper.
Document Archiving is the storage of documentation that is no longer in active use but organisations and businesses need to keep this documentation for various reasons.
Document Management & Archiving may not feel like the most exciting or challenging work for your company but it is one of the most important functions in your business that needs to be maintained and managed especially when you consider some of the facts.
Fact - Storing paper records can take up valuable and expensive space
Fact - 80% of business information is still paper based in most organisations
Fact - Paper records double every three years
Fact - 7.5% of all paper documents are lost forever
Fact - 3% of paper documents are misfiled
Fact - Employees spend 50% of their time searching for information
Fact - A document is copied on average 19 times over its life span
Overall there is a significant and direct cost involved with the storing, filing, retrieving, copying, and re-filing of physical documents per year not to mention lost man hours that could have been spent on other tasks that your employees could have completed in that time.
CHALLENGES WITH DOCUMENTS ACCOUNT FOR 21.3% PRODUCTIVITY LOSS
Documentation within a business is pivotal to its operation on a daily basis and with such a high loss in productivity it is obvious that managing this function effectively should be a high priority.
Safe, secure, cost effective storage and efficient file management - These factors are essential for any business or organisation no matter its size or in which sector it operates.
Gordon undertakes physical archiving projects whereby Gordon and his specialist team will go on-site to a client's premises, off-site location or archive, find a mountain of physical files and other paper records (a chaotic mess), active or otherwise, gathered over a long period of time and go about 'weeding' the 'must keep' from the 'rubbish' archiving & cataloguing accordingly. The 'must keep' is recorded and registered on an appropriate system for ongoing storage, file management, retrieval and timely disposal. The 'rubbish' is disposed of through a secure document destruction process, normally certified shredding.