Document Management: Not Just for Large Businesses

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Document management is a tool that can optimize your business processes.

Great; but what does that mean?

Let's get back to basics.  In corporate jargon, document management solutions are often referred to as Enterprise Content Management or (ECM).  AIIM, the international authority on Enterprise Content Management, defines ECM as: the technologies used to Capture, Manage, Store, Preserve, and Deliver content and documents related to organizational processes.  ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.  In a nutshell, ECM streamlines the life-cycle of a company's information.

When businesses streamline the life-cycle of a document they optimize their business processes. This follows, because they diminish the expenses associated with physically handling documents, while they increase the amount of time that they have to focus upon progress and success.

As such, large corporations find document management alluring, in that it allows them to organize, access, and secure mass quantities of information in an efficient manner.  Yet, document management is not just for large businesses.  In fact, small businesses can also reap the benefits of a resourceful document management solution.

The main headaches that small businesses incur from processing documents are:

• Time investment
• Print Costs
• Access control and security
• Disaster recovery

Developing a document management plan can alleviate these pains.  Instead of wasting time filing, finding, and retrieving a document--employees can use their time productively and allow documents to be scanned and stored electronically with quick retrieval speed.  Instead of printing out multiple copies of a document to pass from person to person--resources can be conserved and costs saved can be spent on necessary expenses.  Instead of wondering who has access to key information--confidence can be had with individual audit reports and reliable security.  Instead of risking the loss of imperative files in a disaster--rest assured that your records are protected.

Technology has evolved to adapt to a multiplicity of work environments and there is something for everyone to fit their specific document managing needs.  Thus, small businesses can employ the tactics of their larger rivals to establish a competitive edge in their market.

Dana M. Dombrowski