SIX SIGNS

It might be Time to Investigate an
Electronic Document
Management System

Your business manages documents.  They may be stored in file cabinets, banker's boxes, milk crates or, perhaps, on a computer or even a server. These documents require management so that you can find them, update them and, eventually, destroy them.  An Electronic Document Management System is ideal for managing the life-cycle of both digital and paper-based records. 

Here are NUMBER signs that your business could benefit from an Electronic Document Management System.  


1

YOU STILL EMPLOY A "FILE CLERK"

If you have an employee who spends more than a few minutes a day manually filing (or worse, re-filing) documents then you should consider scanning and digitizing all that paper.  An EDMS can recognize names, addresses, invoice numbers and use that information to make the document readily accessible when it's needed.


2

YOU'RE PAYING TO STORE PAPER

Each letter-sized file cabinet requires three square feet of office space.  Do have "overflow" cabinets or boxes taking up space in your shop or warehouse?  Paper storage is a hidden cost that can be controlled.


3

DOCUMENTS ARE OFTEN
LOST OR MISFILED

If you have an employee who spends more than a few minutes a day manually filing documents or, worse, re-filing documents then you should consider scanning and digitizing all that paper.  An EDMS can recognize names, addresses, invoice numbers and use that information to make the document readily accessible when it's needed.


4

YOU'RE PAYING TO STORE PAPER

If you have an employee who spends more than a few minutes a day manually filing documents or, worse, re-filing documents then you should consider scanning and digitizing all that paper.  An EDMS can recognize names, addresses, invoice numbers and use that information to make the document readily accessible when it's needed.


5

YOU STILL EMPLOY A "FILE CLERK"

If you have an employee who spends more than a few minutes a day manually filing documents or, worse, re-filing documents then you should consider scanning and digitizing all that paper.  An EDMS can recognize names, addresses, invoice numbers and use that information to make the document readily accessible when it's needed.


6

YOU'RE PAYING TO STORE PAPER

If you have an employee who spends more than a few minutes a day manually filing documents or, worse, re-filing documents then you should consider scanning and digitizing all that paper.  An EDMS can recognize names, addresses, invoice numbers and use that information to make the document readily accessible when it's needed.

Contact Us

Let us examine your current workflow and demonstrate how an Electronic Document Management System from JC Kelly can save you time, improve productivity, and provide document redundancy—all while saving you money!

Simple Electronic Document Management
for the Small Enterprise

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JC Kelly’s Managed Anti-Virus service provides the skilled IT resources, domain expertise, centralized monitoring and management facilities, and proactive approach to ensuring the protection of your desktops and laptops against the ever-present threat of viruses, spam and malware attacks.

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Benefits of an Electronic Document Management System

Reduced Office Space Requirements

The cost of commercial property has reached all-time highs making it more prohibitive than ever to dedicate valuable office space to the storage of reams of paper documents.  An Electronic Document Management System (EDMS) will reduce the need for file cabinets, bankers boxes and other "storage systems" found in the back rooms or shop floors of many organisations. 

Regulatory Compliance

Many businesses are subject to regulations that dictate both document storage and destruction requirements.  Failure to comply with these regulations can lead to fines, license revocation and, potentially, civil or criminal liabilities.  Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) mandates strict privacy regulations that affect all commercial enterprises that dealing with personal information.

Ease of Retrieval (by authorised personnel)

Locating and retrieving documents can be frustrating, time consuming, and costly—and that's just when they're found.  The cost of not finding a document could be incalculable.  An Electronic Document Management System provides the opportunity to locate a document by filename, by expected location, by meta data (keywords, date, etc.), or even by words or phrases found within the document body.  Realistically,  an EDMS makes it harder to lose a document than to find one.

DO ANY OF THESE
SOUND FAMILIAR?

If so, perhaps it's time to reevaluate the manner in which you manage documents.  JC Kelly can help your organization through the process of digitizing your workflow.