Professionalise document management in your organisation

Imagine the scenario. You have a contract which needs updating by close of business before it’s sent out to a new client in the morning. But the only copy you’ve got is the signed paper version. You have no idea where to find the unsigned electronic copy on your organisation’s server. After wasting time on a fruitless search, you decide to re-type the document from scratch.

This scenario is all too real in many organisations. According to M-Files’ 2019 Intelligent Information Management Benchmark Report, 83% of employees have done just that. This international survey of 1,500 companies showed that 86% of employees experience challenges when it comes to finding information in their company. Additionally, 96% of those surveyed had trouble locating the latest version of documents. All these findings highlight the risks of inefficiency and lack of consistency within larger organisations. Thankfully, CAS is here to help address these document management problems.

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Document management makes sense for the individual and the organisation

There are many different aspects to good document management in a modern organisation. It’s worth bearing in mind overall end-user experience to avoid the scenarios outlined above. It’s also crucial to consider document management on the move, given the prevalence of remote and flexible working. There are few organisations which don’t have to consider accessing and managing company information from off-site locations with mobile devices. And it’s wise to think about data repositories, as many organisations manage their information in multiple systems and departmental silos.

Failure to address such issues could have severe repercussions for an organisation. This could include hampering productivity and staff retention. Time spent looking for documents and recreating work that already exists comes at the expense of other, more productive tasks. Wasting time searching for information across data repositories and folder hierarchies will have a direct negative impact on profitability.

But good document management also boosts an organisation's ability to demonstrate regulatory compliance. One essential regulation is, of course, GDPR, which covers an organisation’s responsibilities when handling and protecting information. Organisations need to think carefully about whether they are truly able to quickly and easily identify what content and information they have, and where. The alternative may be a hefty fine.

Start with cataloguing

CAS can help your organisation take a strategic approach to improve document management. In response to customer demand, CAS has developed a file organisation and cataloguing service. This fits in seamlessly with all our other document file storage and document archiving services. Our organisational consultants are skilled and expert in quickly, efficiently and discreetly cataloguing your files. After an overview of the volume and content of the files and an initial consultation, our consultants will get to work and organise your files in a clear, systematic way.

Document scanning and digital storage

CAS’ document scanning services offer significant cost and time savings when it comes to information processing and management. Frequently accessed documents, including single or double-sided, colour and embossed assets, can be scanned and made available for use immediately in electronic format. Other documents can be scanned as and when you need them with our scan-on-demand service.

CAS Cloud is a scanning and archiving system which offers a fast and straightforward way to convert your paper archive into searchable electronic documents that are stored on the cloud. There’s a single data repository for your organisation, allowing a simple folder system and avoiding such issues as poor version control. We’ve focused the product on scanning and archiving, as that’s what most of our experience tells us our customers want to do. The initial package can be expanded by adding on extra users and/or more storage at any time, which can be particularly helpful if your organisation is based in multiple locations.

Contact the CAS team today to find out more about document management that provides excellent value for money.

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About CAS document storage and data management services

CAS provides comprehensive and secure document storage and management, scan on demand, and facilities management services. For more than 20 years CAS has worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of international certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to providing innovative systems on security, confidentiality and quality control, to keep your files safe and well-managed.

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