Buyer Guide to Document Management Software

If your business handles a lot of files, it can become a nightmare to handle all of the day-to-day tasks. From papers getting lost to making sure your staff is on the same page about how to handle procedures, everything has the possibility of becoming a daunting task. Depending on what industry you work in, a document management software program can help solve many of your organization headaches.

According to a study done by California’s Alameda County, “the typical U.S. office worker uses more than 10,000 sheets of paper per year, which is about 2 cases of paper per employee. With an average price of $40 for a case of standard copy paper, this is an $80 annual cost per employee.”

Depending on the size of your company, that could be a lot of money wasted on paper. A document management system can streamline your efforts and actually help you stay compliant with strict laws for some industries.

Something else you may not have thought about is the storage costs for all your paper documents. “Depending on quality and brand, filing cabinets can be expensive, running as high as $1,000 for a sturdy standard fivedrawer lateral filing cabinet. Then you must account for the cost per square footage of office space consumed by these storage units; the average filing cabinet uses 15.7 square feet, and the current U.S. average cost of office space is $15–$20 per square foot, so you're paying roughly $236–$314 per filing cabinet solely for the real estate it consumes.”

There are a lot of factors to consider when first looking for a document management system. Cost and security level are just two of the many decisions put before you. With the right kind of research however, you will be able to make an informed decision and find the best vendor for your company.  Some questions to ponder over are:

 

  • Are there strict laws on how I need to organize my files?
  • Is there a better way to streamline my filing system?
  • How much money am I spending on storage for my files?

Asking yourself these types of questions will keep you on step ahead in the search for the best document management system. Being prepared is half the battle. This buyers guide will outline the ins and outs of what a document management system does, how it is beneficial for your company, as well as how it all works.  

To get free price quotes from document management vendors, click here.

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