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The 5 Drivers for Document Management

It’s the Age of Information. And information management is the key to the success for any enterprise. There are five primary drivers for the move to digital document storage and retrieval – all underscoring why CTAccess uses the Laserfiche solution, the recognized leader in document management solutions.

1. Disaster Recovery
   Once files have been stored in the system, they are no longer “single copy originals” as a piece of paper is.  They can be backed up by tape, CD/DVD, online, and other methods.  If backups are stored offsite, they are no longer susceptible to disaster, or even poor environmental conditions such as a damp basement.
   
   
2. Efficiency
   There are several ways that the system creates efficiency in an office.  First, documents that are stored in the system are completely searchable.  Each word on the page is indexed and can be located with a simple search. This technology eliminates lost documents.  Time consuming searches are over. The system also provides the ability for more than one person to view a document at once; it is always in the same place and viewable by all who have permission, simultaneously.  Documents can be printed or emailed with the click of a mouse.  This alone can save an immense amount of time.  If board or plan commission members are comfortable with electronic documents, packet information for meetings can even be sent electronically.
   
   
3. Compliance
   Laserfiche enforces document security on your files.  Files that are scanned or snapshotted into the system are unchangeable.  The system that we institute enforces a process on your documents that helps them met compliance requirements that may apply to your business.
   
   
4. Knowledge
   The system creates a knowledgebase of your documents.  Sometimes important customer information can get lost over the years.  Once older documents have been scanned into the system, searching them by key words can provide valuable information that may have been lost or irretrievable in a paper system.
   
   
5. Security
   Security is paramount when storing information.  The Laserfiche solution provides security that allows different levels of access for each department.  For instance, the system can protect certain types of information based on the login and password that is provided.  Often this is used to protect HR and payroll information so that only those who have the appropriate security can access this information.