The Business Guide to Document Management Software

The Business Guide to Document Management Software Table of Contents 1. Introduction 2. Document Management Software Terms 3. Where to Start Looking for a Document Management System 4. Document Management System Options 5. DMS Software and Hardware 6. Choosing a Document Management Software 7. DMS Pricing 8. Document Mangement Software Purchasing Tips

A recent study done by California’s Alameda County states, “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.”

That’s a lot of money wasted on paper, regardless of how big your office is. Filing cabinets and paper are out. Too much time spent on locating papers and filing have cost companies thousands, in fact, millions of dollars. Depending on what industry you work in, a document management software program can help solve many of your organizational headaches.

Document management software programs allows you to store your documents easily online so all members of your organization can find files quickly. Since it is online, no need for those bulky file cabinets and bundles of paper. Online document software stores everything virtually so you'll save money and headaches. 

“Depending on quality and brand, filing cabinets can be expensive, running as high as $1,000 for a sturdy standard five drawer 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.”

When you look for a document management system, you'll want to consider costs and security level. Think about what you want to ask your vendors before you contact them, such as:

• Are there strict laws on how I can organize my files?
• What is the best way to streamline my filing system?
• How much money can I save on storage for my files?
• What is your security policy? What precautions do you take to ensure my files are kept safe?
• Can I access all reports from anywhere? Will the system give me history information so I can see which employees log in at certain times?

Asking yourself these types of questions will keep you one step ahead in determining your need for a document management system.  This buyer’s guide will outline the details of a document management system, and more importantly, how it can benefit your company.