Having just completed our 20th exhibition at the Maryland Association of Counties (MACO) Conference, it was wonderful to see the many familiar faces on both sides of the Chesapeake. Being in the business of improving business efficiencies through technology it was interesting to chat with both current customers and organizations who know what we do but have not yet made the commitment to more to implementing document management software.
The early and current adopters were quick to confirm the benefits of document management software; instant document retrieval, archive/backup of files, document collaboration, remote access to files, and the cost savings. Space reduction and reduced labor account for much of the savings, however, reduced printing and mailing costs factored in as well.
On the other side we spoke to many people who saw the benefits that document management software offered, however, are hamstrung by a lack of budget and were destined to languish for another year or two in the maze of manual document processing and storage. Where every year the file room grows and grows.
So how we reconcile the early adopters of document management software, who sing the praises of cost savings with others who don’t have the budget? Our solution for these organizations who are revisiting how to finance a document management software solution is to lease rather than to purchase. Plus there is also the option of implementing a cloud based document management software platform that avoids much of the startup costs of an on premise system.
The key issue is the longer an agency waits, the bigger the file room grows, and the risk of lost documents increases because of the poor efficiencies of moving paper in the same way as they have for decades.
Is it time for a change in your organization? If you are still stuck with paper give us a call and let’s discuss what your options are. While it is easy for us to sing the praises of technology, we will be sure to connect you to the other organizations who transitioned to get their perspective.