Why does document management matter?
A good document management strategy enables modern businesses to keep track of critical information. Whether your business relies on retrieving information from key contracts, project plans, or patient records, your staff needs to be able to store, track, and monitor how documents are accessed, edited, updated, or moved within your digital systems.
Without a structured document management approach, individual employees often become unofficially responsible for storing and sharing important documents. Then, when an individual’s workstation becomes compromised or that person is unavailable, critical business files can be lost or inaccessible when needed.
How do document management systems work?
Document management systems often rely on cloud storage, so no single employee or workstation is responsible for storing important records or files. This approach allows businesses to build in “fail-safes”– if cloud storage solutions are down or compromised, automated back-ups can preserve and protect business-critical information.
Creating and managing record storage also provides businesses with valuable visibility into and control over their information security. Your business can better oversee who has access and when changes were last made to files, while also sharing and sending documents with sensitive information via more secure platforms.
At Standley Systems, our document management solutions for Oklahoma offices function with the understanding that every piece of data has a life cycle. Furthermore, keeping data past the statute of limitations can create unnecessary liability. Our Oklahoma City and Tulsa staff will assist your business in all the things that pertain to essential document management.