A Break-Up Letter to Your Filing System

Business.com / Technology / Last Modified: February 22, 2017

It's time for a clean break from your old filing system, but the perfect rebound awaits. Say hello to your new Document Management System.

Dear Forlorn Filing System,

I don’t know how else to say this to you, but we’re done. We’re breaking up. Finito.

You’ve been irreplaceable for the past 20 years, and I thank you for the times you kept our small business organized. When we first met, you remembered everything. I never had to remind you of client or employee information. Every financial number that came and left our office, you kept track of it- in chronological, alphabetical, and common-sensical order. You were always there for me.

But lately, it’s just been a messy frustration. This relationship, quite frankly, is costly. My friends at the PricewaterhouseCoopers told me the average company spends about $20 in labor to file each paper document and $120 in labor searching for each misfiled document (you know how disorganized some of my employees can get, but let's not point fingers). I can’t afford that with my budget.

With so much paper, it’s easy for my employees to lose important information. And it’s not just my employees. A study conducted by Deloitte & Touche found that managers spent roughly three hours on average looking for documents that have been mislabeled, misfiled, or vanished altogether. Other research from IDC reveals businesses with 1,000 workers wasted $2.5 to $3.5 million per year searching for and re-creating documents. I can’t have my employees wasting time and loads of money on behalf of your inefficiencies.

Related Articles: Learn More About Office Management Topics

Also, you’re suffocating. You take up 50-70% of our office space and it’s for unnecessary reasons. One set of researchers informed me that 45% of the information you hold is duplicate material. You’ve lost your priorities.

Which is why I’ve moved on to something with more long-term potential. They’re a document management system that treats my business with the respect it deserves, and we have the same values.

For example, I need a system that can import all my documents and store them with ease. My new DMS does all that plus some. It allows for document creation or modification from any device, tracks any edits or changes to material, automatically backs up revisions, and facilitates easy collaboration between multiple users. That means no more lost or misfiled reports.

The new DMS gets along so well with the rest of our systems too, and integrates right into our existing processes. Oh, and it’s multi-lingual. It can translate docs into HTML and other languages! And this DMS isn’t just any old system, it’s progressive and very modern.

Instead of wasting almost $75,000 annually on server fees, it suggested we move into the cloud together. I thought it was a bit rushed at first—what if an unauthorized person hacks into our stuff? What if our data is violated by a virus? But it assured me the move was safe and not the same thing as an open-source product. It’s low cost, improves productivity and is actually more secure than on-premise systems with it’s secure document sharing features and audit trails.

I really hate to dump you like this, but as you can see, it’s not me. It’s you.

Download the Whitepaper: What the Document Management System Revolution Means for Your Business

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