Paper-centric processes take too much time. After they are encoded and printed, paper documents have to be copied, organized, and stored.
If they’re needed somewhere else, they need to be shipped through courier or regular mail. Depending on how far away the recipient is and the method of delivery, shipping can take several hours to several weeks.
But in discussing the amount of time it takes to complete paper-centric processes, you shouldn’t just think of how long it takes to create, file, and transport paper documents. The time it takes to retrieve paper documents is a key factor, too.
Consider these figures:
- Paper documents are prone to getting misplaced or misfiled and this takes a toll on retrieval time. In fact, employees spend six days in a year, on average, looking for misfiled documents.
- On any given day, 2%–5% of an organization’s paper documents are misplaced or misfiled.
- It takes about 10 minutes for employees to retrieve needed documents.
- Misfiling and drawn-out document retrieval take a toll on decision-making. In a survey of 1,000 middle managers, 59% of the respondents said they missed important details every day because of how hard it was to find paper documents they needed.
What is a DMS and how can it help?
A document management system (DMS) like PairSoft allows users to receive, keep track of, and store documents. What makes it different is that instead of processing paper documents, a DMS handles electronic documents. In this way, incorporating a DMS into your operations is a solid step toward adopting paperless processes.
Paperless processes are an upgrade from their outdated and inefficient paper-centric counterparts. Besides cutting your expenditure on paper, going paperless saves you a lot of time.
For example, you no longer need a courier to send or receive documents. Just attach them to your email and they’ll arrive in their intended recipient’s inbox within seconds, even if said recipient happens to be on the other side of the globe.
The same time-saving advantage applies to document retrieval, too. A DMS automatically sorts files and documents according to specific variables. Because of this, the risk of misfiling is incredibly low. No need to spend minutes searching for what you need when it’s exactly where you expect it to be.
But what if you want records from a year or two ago? Searching for years-old records can be challenging in traditional paper-centric document management, but not so with a DMS.
With PairSoft, specifically, you can look up files using different variables. You can search using specific information, such as the contents of the document, or keywords pertaining to the file you’re looking for.
How does faster retrieval benefit you?
The most apparent benefit of speeding up the document retrieval process is an improvement in your staff’s productivity. As they spend less time on plain and repetitive tasks like scouring your files for the right document, your staff will be able to focus on tasks that add value to your company.
Other benefits include:
1. Better collaboration and efficiency
Taking too much time on one step can slow down the entire process, preventing an entire team from finishing their tasks as quickly as they should. But by removing kinks in the process that take unnecessary time and effort, smooth and efficient collaboration is fostered.
A DMS does exactly this by simplifying the retrieval process, among other things.
2. Improved customer service
If you have an agitated customer demanding information, telling them to wait may not help in appeasing them. Having a DMS allows you to resolve customer issues that involve documents in your records quickly and satisfactorily.
3. Greater flexibility
The coronavirus lockdowns proved, once and for all, that keeping paper documents in the office isn’t a good idea at all. As no one in your team is able to go to the office, no one will be there to file crucial papers or look for the documents you need for your task.
Because it is cloud-based, a DMS lets you obtain the documents you need without anyone risking their health.
PairSoft simplifies the document management process, giving businesses greater freedom to explore new ways to achieve growth. Discover how our solutions can empower your business by scheduling a free personalized demo today!