Document management, a fundamental activity for any type of organization, refers to the process of creating, organizing, storing and retrieving documents and information within an organization. Whether you are a small business, a municipality or a professional, there is an ever-increasing need for reliable document management; through our document dematerialization solution you can bring your archives into the digital age to efficiently and securely manage the flow of documents within the organization itself.
With our dematerialization solution you can digitize all your physical documents quickly and easily, without worrying about having documents cluttering up your office or taking up valuable space, with the ability to store them securely on our secure servers. In addition, all of this has the advantage of streamlining workflows to facilitate consultation, optimize and save space, and allows you to equalize the legal value of digital copies.
There are several steps involved in document management, including:
Document creation: covers the creation of new documents or the modification of existing documents to create clear and well-structured documents to ensure their comprehension, retrievability and usefulness.
Document classification: documents should be classified according to their content, purpose and importance; this helps us ensure that documents are easily identifiable and retrievable when needed.
Document retention: documents must be stored securely and accessible for an appropriate period of time. It is important to keep track of document retention times to ensure legal compliance.
Document distribution: documents must be distributed to relevant people in a timely and accurate manner. This can be done by limiting printing, by emailing, or by archiving in a document management system.
Document retrieval: documents must be retrievable easily, quickly, and searchable when needed. It is important to have a well-structured filing system so that documents are indexed for easy retrieval through advanced search capabilities and offer a high level of data security.
The benefits are many: no more time wasted frantically searching for misplaced documents; no more staff costs to manage paper sorting and filing; reduced costs for purchasing physical filing cabinets; increased security and accessibility, as only authorized personnel can access the data; and real-time updates so that everyone is always aware of any changes made. In addition, the entire process is made easier with indexing procedures, in which digital files are automatically indexed by name, size, date of issue and author, so they can be found more easily.
We can offer customized solutions to meet your specific needs with our paper file dematerialization solutions; our specialists are available to answer your questions and ensure that you get the most out of our service.