Technology is the foundation for process improvement and increased accuracy and efficiency in most organizations today. Document management is one area in which the use of technology is quickly becoming a requirement. It is used in areas such as indexing, scanning documents, providing access to virtual documents, and more. Unless it is a part of a company's core business, implementing a document management solution that takes advantage of technology should be outsourced. For example, many organizations set up prep and scan onsite without understanding all the costs involved.
But a document management company should provide much more than just secure business records storage, document shredding, and offsite data storage. It must also offer the latest technology to ensure that a company can gain instant access to business-critical information. This includes enabling clients to utilize the Web to securely view inventory, create reports and handle ordering.
Utilizing Virtual File Delivery
Virtual file delivery or scan-on-demand is a service that is becoming more readily available. Even if you are not using it today, a scan-on-demand solution should be required of the vendor managing your documents. It is important though that scan-on-demand doesn't simply involve the emailing of documents. Email isn't always secure and leads to overburdened mail exchange servers. Instead, the files should be made available using a secure Web browser in a hosted environment. You can then access images at any time from any authorized Internet connection.