Active and Archived Documents

We’ve highlighted all the ways that an implemented document management system is beneficial, but one benefit we haven’t quite covered was the easy retrieval and storage of active and archived documents, and how to better manage them with document management software.

Active documents are those that are accessed on a regular basis and are used frequently among clients and staff such as current contracts, employee files or invoices. Archived documents are those that are not used frequently and may only need to be accessed a couple times per year or at a moment’s notice. These documents consist of old employee files, contracts or any other outdated invoices or paperwork. It can be a real pain to easily file, access and organize these documents if still using file cabinets.

With a document management system, there are many capabilities when it comes to active workflows and archival storage. When documents are active, a document management system allows employees to access/retrieve files quickly and efficiently allowing for increased productivity and workflow. According to a statistic founded by Gartner Group, paper reduces office productivity a total of eight hours per week in paper management. Three of those hours are attributed to searching, storing, archiving and retrieving those documents. That’s just one employee in one week.

Once the document has transitioned into archived, it’s extremely simple for employees to store these files in their system. This enables security and remote access from any mobile device or web browser, making documents easily accessible when needed. Also, most document management systems contain retention schedules for each document so that they are stored long enough and disposed of properly. This helps with document overload.

It seems pretty simple, but it’s definitely something that a lot of businesses still overlook. Document management will eliminate any hassle and wasted time when working with active and archived files. Call Microtek today to see how you can make your first steps to a more organized workplace.