Businesses here on the Gulf Coast are all too familiar with the threat of natural disaster. Take Hurricane Katrina, for example, with an estimated cost of over $200 billion in damaged facilities, displaced employees, business interruption, and lost revenue.
Whether it’s a hurricane, fire, or flood, it’s important that your company or nonprofit organization is thinking about ways to minimize business disruption and downtime. Here’s a look at the role that paperless electronic document management plays in the disaster planning process.
Don’t Forget About the Paper!
Most companies include their IT systems, databases, and other technology infrastructure as a part of their disaster recovery plan – but most tend to forget about paper archives.
While most electronic records and databases are backed up and often stored offsite, paper records are overlooked and can actually be more vulnerable to loss – meaning that once they are gone, they are gone forever.
Some companies store paper records offsite in a separate facility. But this tends to be time-consuming, expensive, and still not entirely safe from natural disaster. Not to mention the cost of moving physical paper back and forth and time spent trying to retrieve specific documents from amongst a stack of disorganized boxes.
Going Paperless with Electronic Document Management (EDM)
With electronic document management, incoming and outgoing documents (invoices, purchase orders, customer and vendor contracts, etc.) are scanned, converted to electronic format, and securely stored in a database (and backed up). So in an event of a disaster or an emergency, businesses have the ability to access files and documents remotely for quick recovery and minimal downtime.
But “going paperless” is just the tip of the iceberg.
A full-featured electronic document management system like LaserFiche does so much more than just the electronic storage and retrieval of documents. LaserFiche incorporates electronic workflow processing and document routing through the use of customized business rules. Documents can be viewed, approved, annotated, and routed to another department or employee for further processing.
The Benefits of LaserFiche
An electronic document management system like LaserFiche is not only an important part of your disaster recovery plan, it also brings a huge range of benefits and productivity improvements to your regular, everyday business operations.
When you implement a digital document management solution, you’ll notice a significant increase in productivity and a reduction in document-related costs. You free up office space currently reserved for paper storage, spend less time hunting for physical documents, improve document delivery and sharing via automated email or fax, enhance document security, save money in paper costs and postage, and extend the reach of documents to multiple people in separate locations.
Is your Company Protected from Disaster?
Or click to learn more about LaserFiche – and feel free to contact us with your questions or comments about disaster recovery planning.