Document Management Archives - NuTech Services LLC

Aug, 2022

File Access and Security Improves with Document Management

When it comes to storing your business’ documents, you have a couple of options available to you. Some professionals enjoy the chaos of having documents strewn about their office, while others prefer the organization that a system of filing cabinets can bring with it. However, both of these options pale in comparison to the document management system, a technological innovation that could allow your organization to go paperless and improve efficiency in ways you might not have guessed.

What is a Document Management System?

A document management system is essentially a repository of your business’ documents that are stored in a searchable database. Since the files are stored in a digital space rather than a physical one, there are many benefits to using a document management system that you simply don’t get with filing cabinets or folders. Consider how much space a filing cabinet takes up—physically—in the workplace. You might have rooms filled with paper documents, and even when they are stored in an organized way, digging one out whenever it’s needed is a time-consuming task. Plus, printing out documents is horrible for both the environment and your printing costs.

Using a document management system makes your documents more accessible, more secure, and more redundant. There is simply no reason not to use one.

Easy Access and Sharing Capabilities

Since your documents will be stored in the cloud, you can easily access them on approved devices and share them with your coworkers as needed. It certainly beats digging through a filing cabinet and making copies of the documents, right?

Secure Storage and Archiving

Paper documents are not secure, period. They can be lost—or worse, stolen—quite easily. It’s more difficult to lose digital files, and even more impressive is the ability to securely store them in encrypted databases. It’s one thing for a criminal to take a pair of bolt cutters to a locked filing cabinet, but another entirely for them to crack military-grade encryption on your database.

Disaster-Proof with Data Backup Systems

Imagine your office building was to catch fire, including the room where you keep your filing cabinets. They likely won’t survive the disaster, leaving you high and dry. While a digital document management system does come with its fair share of challenges related to disasters, like cybersecurity and hacking attacks, data is much easier to back up than, say, five filing cabinets filled with paper documents.

Get Started with Document Management Systems Today!

NuTech Services can equip your business with a document management system that aids your organization’s efforts at going paperless while making your documents more accessible than ever before. You’ll find that the enhanced productivity gleaned from your document management systems will make all the difference.

To learn more and get started with document management systems today, contact us at 810.230.9455.

Jun, 2022

A Document Management System is a Handy Business Utility

Businesses must often store documents for the purposes of compliance, but anyone who has managed a document storage system that uses physical documents, like filing cabinets or otherwise, knows that it can get a little complicated and messy. Technology offers better alternatives that make things easier, efficient, and most important of all, more secure.

A document management system (DMS) can be used by just about any business to replace the aging filing cabinet. You won’t need to handle physical documents any longer, instead opting to scan them and store them in a secure database. DMS gives your business much greater control over documents by providing dynamic options to help you efficiently and securely store and share them with others at your organization.

Let’s take a look at some of the ways a DMS can aid your business’ document storage efforts:

Improving Compliance

Considering the current state of compliance, there’s a good chance that your business needs to adhere to at least a handful of them. These regulations are often complex and almost always require data security. It can get expensive to secure physical documents in a way which complies with these regulations. Document management systems, on the other hand, provide a secure platform that strictly adheres to these regulations while improving transparency and control over the files stored in it. If you use a more complex DMS, you might also have capabilities to show visual data flow for documents, something that backs up your claims of compliance in the face of an audit.

Improving Data Security

DMS provides a safer alternative to your traditional filing cabinet allowing for better protection against theft. DMS offers additional layers of security and control that you just can’t get for physical documents. A cloud-based DMS is maintained and managed by a provider, and as such, it is protected by their own security team. Furthermore, in case of an emergency or disaster, the data is made available to your remote teams, allowing for productivity and redundancy that you don’t get from physical documentation.

Saves You Money

Even if it doesn’t appear to, printing and file storage do have large costs. Consider how much you spend on printing for all of your important documents, then double that so you have backups in place, too. When you think about the fact that it can cost almost $20 to file one document and over $200 to reproduce it, you might realize that eliminating these expenses is the right call. DMS allows you to reduce these costs and make your files more accessible in the process.

Enhances Organizational Productivity

The biggest return on your investment will by far be in the realm of productivity, as you no longer have to waste countless hours sifting through filing cabinets to find physical documents. You can easily locate and share documents as needed with anyone on your staff who needs access to them. Imagine all of the ways you can better use that time to your organization’s benefit!

NuTech Services can help you implement a DMS that works for your particular needs. To learn more, reach out to us at 810.230.9455.

May, 2022

Doing These Three Things Can Help You Control Your Printing Costs

If your business is trying to limit costs, then printing should be one of the first things you look at. Paper documents have historically been important for businesses, but they take up a ton of space in the office and are incredibly difficult to regulate effectively. Let’s go over how you can decrease the resources you spend on printing and maximize efficiency elsewhere in your paper practices.

Of course, printing costs much more than just paper, ink, and toner. You also spend money on filing cabinets and storage, and someone needs to take time to organize it and keep it organized. That’s all without mentioning the upkeep and maintenance for all of your printers, too.

The way we see it, you can cut costs with printing by doing three things:

Upgrade Your Printers

If your printer network is outdated, it might benefit from some new hardware. For example, an old ink-jet printer could be replaced by a laser printer. Laser printers are faster and more efficient, and they will save you money over time since they are more reliable.

Manage Your Resources More Efficiently

Okay, maybe you are in a position where you can’t cut out printing entirely, and that’s okay, too. You can still better control your printing resources. By monitoring them, you can more effectively store what is needed and eliminate waste. If you change some settings on your printers, you might be surprised by how much you can save in this way. Furthermore, storing only what you need rather than going all-in on a surplus can save you money.

One way you can manage printing better is through the use of a printer management application that limits how much an individual can print. You wouldn’t believe how many thousands of dollars are spent on printing when employees can simply be more observant about their printing practices. If you put this system in place, combined with other measures, you’ll see savings for sure.

Go Paperless

If you lose productivity by dealing with countless paper documents and you are finding that your office is not well-equipped to handle them all, then perhaps a document management solution can help you go paperless. Essentially, it is a secure place to store and manage your documents in a digital environment, rendering your traditional filing cabinets obsolete. You get a searchable cloud-hosted database that gives you the ability to share and retrieve files on a whim.

NuTech Services can help your business move toward better printing practices and solutions. To learn more about what we can do for your business, reach out to us at 810.230.9455.

Jun, 2018

You Deserve a Better Way to Manage Your Business Documents

A file cabinet might seem like it’s necessary for operations, but it’s actually not as useful as it used to be in the past. This is primarily due to the implementation of new solutions such as the document management system. By taking advantage of a new digital storage system for your business’ documents, you can optimize operations and ditch that filing cabinet for good.

What is a Document Management System?
In short, a document management system is a software that allows you to scan all of your paper files that have accumulated over the years and store them in a secure digital database. Better yet, this database is accessible from anywhere, as long as the user has permissions to access it. You can think of it as one big electronic filing cabinet. Since it’s hosted in the cloud or on your in-house infrastructure, you can integrate a document management system in whatever way best suits your organization’s needs.

Why You Might Want One
Imagine an office without filing cabinets, paper files, or printing costs. Any room that is being used to hold these bulky objects and any loose paper files can be freed up for other uses. Imagine never having to dig through countless files just to find one particular document again. Any documents you might need can be found just by going to your document management system via your smartphone or desktop. This makes for much more efficient use of your available resources as a whole.

Going Paperless
It’s easier to search for a digital file than it is to dig through a physical file folder. If you go paperless, this is one of the many benefits that you receive from a digital file storage system. Since you’re going paperless, you’ll be spending less on ink, paper, and printer maintenance–all of which totals up to a considerable cost. Since you can save time on accessing, editing, and saving documents, you’ll see improvements in productivity.

Let’s imagine that your organization is hit by a crippling disaster. It wipes out all of your filing cabinets and internal infrastructure. If you keep your document management system in the cloud, all of these files will be saved from the destruction. This keeps your data backed up in a secure location where it can be restored at a later date.

Perhaps one of the most notable ways your organization benefits from paperless technology is that you reduce your carbon footprint. If you waste a lot of paper, you contribute to a lot of environmental problems such as air pollution, water pollution, and deforestation. The United States alone wastes four million tons of office paper every year, so you can do your part to keep the environment clean by going paperless.

Does your business need help implementing such a solution? NuTech Services can help. To learn more, reach out to us at 810.230.9455.