Keeping all your work documents archived has a lot of significance. If any claims are made against your company, you can have those documents as ready reference. In case there is a dispute regarding the tax your company pays, you can have all your documents in place for cross checking. Having a strong archive of all your documents can really benefit you on other fronts too. When a client or customer calls up for information regarding the goods they purchased, you can give them every bit of detail if the documents are in front of you. But the problem with traditional storage is that it is really time consuming to retrieve documents. You can’t keep your client waiting on phone till the time you flip pages of the innumerable files kept inside a spider-web infested store room.

It’s time you change your document storage practices and move ahead with time. Technology driven products have arrived that enable you to employ efficient document management strategy. Document management tools allow you convert all your paper documents and store them in a digital format. Going digital by using a document management software has amazing benefits, right from removing time constraints to improved efficiency. Here’s a list of all the benefits you can get by using electronic document management software:

• Saves time: These days, firm claim to assist their callers within as less as 20 seconds. But if you are still using paper files, it would take you a lot of time to retrieve their records, let alone help them in 20 seconds. If you’ve a document management tool right in front of you, you can simply enter the name of the caller-customer and retrieve all his records in a couple of seconds.

• Saves space: Converting all your documents and storing them in your hard disk can allow you to clear the heaps of files piling up in your storage room. In a time of space crunch, you can get an added room for your office which can be used for keeping new interns or making it a mini cafeteria for small breaks.

• Secures your documents: With a storage room, there’s no real security. There have been a lot of cases of rats biting into the files and thus destroying confidential records. Further, it is quite simple to break a lock and enter into the store room. When you use document management software, you get an option of applying multiple layers of security. This can make your official company documents highly secure and virtually impossible to alter with.

• Protects your documents: A hard disk containing all your scanned documents can be protected inside a steel casing. However, physical files cannot be adequately protected against weather conditions. Further, the quality of paper deteriorates with time and it becomes limp.

• Recovery against disaster: For additional security, you can upload your documents on the web so in case your hard disk ever crashes, you will always have a backup. Web based document management tools allow you to store your documents online and they’ve such a strong network, that even in case of server failure, there is a backup server to protect it.