If you’ve been in business for a while, you’re probably still using paper documents stapled together and filed in a file cabinet. Even new business owners aren’t using the most efficient digital document management processes. It can get confusing when a business is partly digitized yet still stuck in the rut of collecting hard copies of everything.
That’s not to say that hard copies are not necessary. They can remain in the file cabinet, shoe box, or wherever you store backups.
But, it is time to come into the digital age 100 percent. Why? Because once you scan and upload your documents, you will have so much more time to spend managing and growing your business.
Here are the Issues
Most document management systems fail because of a few not-so-obvious reasons you’ll want to address if your system sucks.
1. Shared Drives
The truth is that shared drives lack essential features and create failures in so many areas:
- Indexing
- Snapshot
- Version control
- Access
- Remote access
- Lost file
- Disaster recovery
- Human element
2. In-house Systems Built From Scratch
A custom-built DMS system focuses on technology rather than information. They are bulky and time-consuming; even if they look robust, they can’t match the latest DMS systems. It generally fails due to a lack of:
- Time
- Focus
- Training
- Support
3. Single Application DMS is too small
Single application DMS is never a powerful solution. Just because it works for one department doesn’t mean it can be reconnoitered to fit the entire company’s needs. Why?
- Narrow focus
- Silo
The Solution – Full feature DMS
A full-featured digital document management system is more powerful, cost-effective, streamlined, and error-proof. It offers a systematic structure that is easy for all employees and provides enhanced productivity from start to finish.
LedgerDocs is one easy solution for bookkeepers, accountants, and small business enterprises. Our software syncs seamlessly with Quickbooks, FreshBooks, Dropbox, Fujitsu ScanSnap, and Canon!
