Towards a paperless office

Documents mean company history. Documents reflect, somehow, most of its past events: invoices, transactions, employee files, resumes, etc. Traces of its history. And history is not neutral because it has its authors. Document management is, therefore, an inherent element in any organization.

Aside all this, there are companies that cannot imagine themselves without papers: law-firms, accounting bureaus, public offices and thousands of examples where companies exchange daily documents, with signatures and stamps here and there, visions and revisions which require an intelligent and efficient management. This should be truly functional to each unique business need.

These are typical industry scenarios struggling for better document management. There are sophisticated file cabinets based on folders managed by meticulous employees but it doesn’t mean this is the best practice. Its setbacks are difficult access to documents, dependence on a bunch of employees, limited storage space, anti-ecological practices, just to mention some. In fact, paper is not only damaging the planet but also your company’s future growth.

As we said before, if company records are poorly managed, its history can be blurred. XXI century documentation challenges physical paperwork as there are new alternatives. Sharepoint, is the Microsoft tool to tackle this problem.

Efficient document management based on this platforms parts from the digitalization of every document, reducing ecological damage and work place lack of space, for starters. It also centralizes its control, avoiding useless extra steps in the middle of the process. This new virtual archive solves most of the problems mentioned before.

However, the point of this is not only the mere correction of old archives’ vices, but also adding value to your enterprise. Efficient digital document management includes the possibility of auditing the documents. This is the chance of sharing them in an intelligent manner, meaning, to know who they are sent to, the capability of versioning, approving and dismissing it. In few words, printing a who, a when and a why in your documents history in each modification, with the older versions saved just in case. Furthermore, editions can be done simultaneously by multiple users without any problem.

There is no doubt that good document management gives the company the control of its history, thus,  allowing them to know every detail of it  and putting the organization in control, without any weak spots or blanks. Perception Group accompanies this process of deployment of this document management systems to give the companies the key to their history.

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