Extensive Maintenance
Maintaining a traditional paper based document management system requires storage, fire protection, access control, and climate control.
Tedious Processing
Manually filing and retrieving paper documents takes time that could otherwise be spent doing other productive work.
Space Claim
Archiving documents takes up valuable space that could be dedicated for other purposes.
Maintenance Costs and Risks of Paper Filing
Maintaining a traditional paper based document management system can cost much more than the cost of the paper when including the “rent” space for filing cabinets that could be used for other purposes, off-site archival storage costs, fire protection procedures, climate control, access control, etc. In addition, if you store archival documents in unsuited areas, say a basement, an attic or maintenance garage, your risk potential catastrophic loss by flooding, roof leaks or fire.
Besides the inherent cost of office space, paper and cabinet costs, manually filing and retrieving paper documents takes time. Office staff must locate desired files and documents. With large organizations storing archived documents at multiple onsite and off-site locations, this can be a real chore. Plus, organizations face the risk of misfiled documents that cannot be located. With dispersed filing and unmonitored access control to scattered documents, organizations risk losing chain of custody to their vital records, allowing unauthorized access to outsiders. This is a potential liability for organizations and a violation of FERPA, HIPAA and other privacy standards
Manage Smarter Today
Electronic document management has many benefits that will make your life easier. It is the perfect tool for school districts to manage their files. With a streamline process that adapts to the user, you will have a much more pleasant experience when managing documents. See why it is smarter to utilize an electronic document management system such as CEO Image Executive.
See for Yourself
If you would like to do a deeper dive to learn about how your organization can save time, space, and money with an efficient electronic document management solution, please contact us for a demonstration.