Understanding Document Management

Business owners and managers understand that if their business information is not at their finger tips they are missing opportunities. Sales opportunities, service opportunities, and client contact opportunities are all fading away from their business if they can’t search and sort through information stored in their records.

The ability to mine client records should be reason enough to investigate a document management system. So what is a document management system?

A document management system enables a business to organize, distribute, track, sort, store, search, standardize and archive EVERY record the business generates from one computer based interface.

The right system will let your business drive revenue, achieve compliance, speed order processing, track client activity and run smoother. Signed agreements, emails, letters, faxes, product brochures, design layouts, templates, blank forms, and more can be organized in a searchable document system.

Adopting a document management system takes dedication and motivation. There are two main drivers of adoption, risk avoidance and compliance.

Businesses that do not use a file based document management system are at risk if their information is destroyed or lost. If your paper records are destroyed there is no way to recover them. A good document management system can be professionally archived off site for disaster recovery and business continuity purposes. Disaster recovery is a topic for another day. Just remember disasters are not just fires and floods. Disasters, or what seems like a disaster, can come in the form of key employees leaving or getting ill, moving to a new building, backup tapes getting misplaced, and an unexpected change in ownership or even a planned buyout.

Businesses that are subject to oversight by various regulatory agencies, compliance with new and changing government regulations is the most important reason to adopt a document management system.

As anyone in health care can tell you, compliance is very important to anyone in the medical field. For everyone else that does business with service providers that need to comply with new Electronic Health Records Initiatives, expect your clients to have new requirements that allow them to keep compliant. State and Federal mandates are being proposed that are intended to move the medical industry to electronic record keeping. The changing process requirements in combination with the mandates and incentives are driving document management in the health care field.

Electronic Heath Records are getting the most attention, with soon to be defined standardize and certifications for software packages. Health care administrators need to consider a deliberate effort to make their business operations as searchable and retrievable as their patient records are required to be.

The last word is that document management systems conform to your business practices and specific needs. They are about making your operations more efficient and streamlined. Keep that in mind as you evaluate what’s available in the market.

A seminar for medical professionals that need to meet compliance and “meaningful use” criteria will be held February 17th in Scranton. Visit to find out more about the seminar.

This educational third-party article is being provided as a courtesy by Jim Babinski, Account Executive, Keystone Business Products.  For additional information on the information or topic(s) discussed, please contact Jim  at (570) 983-0008.