Top 10 Reasons You Need DocLink Document Management
We know what you’re thinking — another top 10 list. But hang on, because this one is a bit different. Well, maybe it’s not altogether different, but we did try to come up with some clever titles to keep things interesting. In our work with clients across a wide range of industries, we continue to find that a robust yet simple to use document management solution like DocLink solves real-world business challenges and adds real value.
So, here it is — our Top 10 Reasons You Need DocLink Document Management.
- It’s Green
- Better than Blu-Ray
- Business Continuity
- Sharing is Caring
- Play Well with Others
- Painless Audits
- Secure Backup
- Access Protection
- Essential for Remote Work
- Smart Forms
1) It’s green
There are some scary older statistics about how much paper the average office worker uses each year. While we’re guessing that metric is in decline, we’re still printing more than we need to. Maybe there’s some obscure exception, but it’s hard to point to anything that needs to be printed as long as it’s readily accessible. So, get green, get lean with a document management solution.
2) Better than Blu-ray
Estimates suggest that we’re producing at least 2.5 quintillion bytes of data every day (that’s 2.5 followed by 18 zeros!). That is equivalent to 10 million Blu-ray discs (remember those?), which when stacked, would be as tall as two Eiffel Towers combined. There’s simply no way for companies to successfully manage the enormous volume data they produce without digitizing it.
3) Business Continuity
The “great resignation” and “quiet quitting” strike fear in the hearts of business owners and executives. Along with the talent drain, when employees leave, they take their knowledge of what is where with them. That vendor contract that nobody can find? The email confirmation of a change to a project schedule that’s now in dispute? We’re not suggesting that it’s intentional, just that without a document management system, that information too easily be misplaced or “lost.”
4) Sharing is Caring
When you can get sharp minds together and on the same page, it’s a powerful force. Just as we’ve transitioned from whiteboards to Zoom calls, we should be transitioning from paper to electronic document management as the way to store, track, tag, and recall the information that powers our businesses.
5) Play Well with Others
In order for productivity tools — like document management systems — to be productive, they must integrate with the other productivity tools we rely on. DocLink is an excellent team player. It integrates with Sage, Microsoft, Acumatica, Epicor, and other applications to help you craft a comprehensive document management solution.
6) Painless Audits
For more finance professionals, audits rank up there with root canals. Most of the pain comes from hunting down documents requested by the auditors. DocLink is the audit painkiller — providing a secure, reliable way to find and share the records your auditors need.
7) Secure Backup
Fires, floods, and break-ins – oh my! Paper documents are exceptionally vulnerable to these dangers. Now we know that electronic storage has some vulnerabilities too, but we can help you mitigate those risks. Plus, your electronic records can be backed up as part of your overall network backup strategies. Overall, electronic document storage is much more secure than paper files.
8) Access Protection
Even if what you’re storing isn’t top secret, there are definitely documents that should only be available on a need-to-know basis. Where do you store them to ensure only the right eyes can see them? You guessed it. DocLink.
On a related note, DocLink can make compliance with HIPAA, tax laws, Occupational Safety and Health Administration (OSHA), and other federal or state regulations much easier. You can organize and secure files per regulatory guidelines while ensuring you can access them as needed.
9) Essential for Remote Work
Expecting employees to look through file drawers and desktops for a missing form, invoice, or contract document is no longer tenable. For one thing, they (or the documents) may not be in the building — but for another, it’s a waste of time and talent. DocLink puts the documents and the data within quick reach of those that need to reach them, wherever they may be working.
10) Smart Forms
If it seems like we talk a lot about Smart Forms, it’s because we do. These little gems can transform manual, paper-based headaches into automated, electronic solutions. Smart forms can replace any paper form. Learn more about them here.
If you’d like to learn more about DocLink’s capabilities, we invite you to tune into one of our recorded webinars on the topic. Of course, you can always contact us directly with your questions as well.