The average document is handled 10 times or more over the course of its lifespan and costs an average of $20 in labour to file, $120 to locate if misfiled, and $220 to reproduce if lost. If anyone in your organization has ever spent time searching for a document or has needed to access material while outside the office you may benefit from an effective document strategy. Read on to learn everything you need to know about document management including what it is, and how it can help your business to succeed.

What is Document Management?

A document management system provides employees with the tools and resources to efficiently store, manage and track documents. By converting hardcopy documents to digital you can reduce your reliance on paper while increasing productivity and streamlining document workflow.

Benefits of Document Management

Xerox ConnectKey-enabled MFPs and apps help to simplify the process of document management with benefits that include:

  • Increased Productivity – Spend less time searching for documents and more time growing your business by scanning paper documents into digital files using Xerox ConnectKey technology. Xerox apps allow you to scan to the cloud and store your files using popular cloud-based services including Dropbox, Office 365, Google Drive, OneDrive and more.
  • Business Continuity – Disruption due to catastrophic events such as a flood or fire can have a detrimental effect on your business, and valuable or sensitive information may be impossible to recover. Using document management tools and software your data can be stored securely in the cloud, with daily backups to ensure your documents are there when you need them.
  • Document Security – A document environment that is mismanaged or unmanaged is at risk of physical or cyber theft. With Xerox ConnectKey-enabled MFPs, user authentication is required at the printer before documents are released to eliminate those left behind in the output tray and secure encryption is used as data is transmitted to the cloud.
  • Ease of Collaboration – Employees can share, review and edit documents in the office, at home, or on the road with Xerox apps that create customized workflows including scan-to-email, shared network folders, multiple destinations, FTP and more.
  • Cost Savings – Save money on the cost of print equipment and consumables, offsite document storage, energy usage, and more by reducing your reliance on paper.

Contact us today to learn more about the benefits of Xerox ConnectKey technology.