{"id":825,"date":"2022-06-16T16:56:00","date_gmt":"2022-06-16T22:56:00","guid":{"rendered":"https:\/\/www.filecenter.com\/blog\/?p=825"},"modified":"2025-04-20T12:09:18","modified_gmt":"2025-04-20T18:09:18","slug":"document-management-systems-the-only-guide-youll-ever-need","status":"publish","type":"post","link":"https:\/\/www.filecenter.com\/blog\/document-management-systems-the-only-guide-youll-ever-need\/","title":{"rendered":"Document Management Systems: The Only Guide You\u2019ll Ever Need"},"content":{"rendered":"\n<p>In America alone, offices use <a href=\"https:\/\/www.formstack.com\/resources\/blog-paper-statistics\">12.1 trillion sheets<\/a> of paper each year. A ream of 500 sheets is 2.5 inches thick, meaning the 24 billion annual reams of paper stacked in one pile would be over 950,000 miles tall\u2014enough to stack to the moon and back nearly twice over\u2014and that\u2019s just in the United States!&nbsp;<\/p>\n\n\n\n<p>Twelve trillion sheets of paper are a lot to manage, so why do so many businesses struggle with an outdated <a href=\"\/blog\/how-to-choose-a-document-management-software\/\">document management system<\/a>? Document management doesn\u2019t have to be the chore it was 10 years ago because document management systems like <a href=\"\/filecenter-features.html\">FileCenter<\/a> take the unnecessary guesswork out of managing your paperwork.<\/p>\n\n\n\n<!--more-->\n\n\n\n<p><strong><em>Key Takeaways:<\/em><\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><em>Businesses\u2019 record-keeping needs are growing<\/em><\/li>\n\n\n\n<li><em>Electronic document management systems are revolutionizing the way businesses manage their paperwork<\/em><\/li>\n\n\n\n<li><em>FileCenter\u2019s powerful document management tools can revolutionize the way you do business.<\/em><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">The Need for a Document Management System<\/h2>\n\n\n\n<p>The average office worker uses 10,000 sheets of paper each year. Managing all that paperwork takes up <a href=\"https:\/\/www.ontask.io\/resources\/blog\/the-cost-of-paper-processes-in-the-workplace\/\">60% of the average employee\u2019s time<\/a>, but despite the incredible expense and difficulty of managing those documents, only <a href=\"https:\/\/duuzra.com\/blog\/2021\/11\/08\/paperlessandproud\/\">17% of businesses<\/a> have made the jump to going completely paperless. <a href=\"https:\/\/www.globenewswire.com\/news-release\/2022\/01\/26\/2373442\/0\/en\/Small-Business-Owners-Increasingly-Turn-to-Digital-Documents-to-Ease-Persistent-Workplace-Disruptions.html\">68% of small businesses<\/a> say they use digital documents, but 44% say they\u2019re intimidated by the process. Sales departments are leading the charge, with <a href=\"https:\/\/www.statista.com\/statistics\/1207688\/digital-documentation-tools-department\/\">62% using digital documentation tools<\/a>, but other departments are falling short.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><a href=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12.jpg\" alt=\"62% of sales departments use digital documentation tools as part of their document management system\" class=\"wp-image-827\" width=\"680\" height=\"497\" srcset=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12.jpg 906w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-300x220.jpg 300w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-768x562.jpg 768w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-100x73.jpg 100w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-150x110.jpg 150w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-200x146.jpg 200w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-450x329.jpg 450w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-600x439.jpg 600w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-12-900x659.jpg 900w\" sizes=\"auto, (max-width: 680px) 100vw, 680px\" \/><\/a><figcaption class=\"wp-element-caption\">Source: https:\/\/www.statista.com\/statistics\/1207688\/digital-documentation-tools-department\/<\/figcaption><\/figure>\n\n\n\n<p>Every department in your business uses documentation, but keeping track of your vital paperwork doesn\u2019t have to be the chore it was 10 years ago.<a href=\"https:\/\/www.filecenter.com\/blog\/best-document-management-software\/\"> Small business document management systems<\/a> like FileCenter take the guesswork out of organizing and managing your paperwork.<\/p>\n\n\n\n<p>What used to be a full-time position can be accomplished with easy-to-use software that scans receipts, converts PDFs, automates document storage, and much more. Paper has been around for <a href=\"https:\/\/www.afandpa.org\/news\/2021\/history-paper\">2,000 years<\/a>, and people still use it today because it has several advantages, but the horizon of electronic document management systems is fundamentally changing the way people do business.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Advantages of Paper Systems<\/h2>\n\n\n\n<p>Although more and more businesses are utilizing digital documentation, paper documents are still an <a href=\"https:\/\/www.revolutiondatasystems.com\/blog\/digital-documents-reduce-unnecessary-business-risk\">essential part of business.<\/a> Understanding the advantages of paper and electronic document management enables you to find the right balance between electronic document management and physical filing.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Flexibility<\/h3>\n\n\n\n<p>One of paper\u2019s biggest advantages is its flexibility. Paper documents can include handwritten notes, drawings, sticky notes, stamps, etc. Adding a note to a paper document is as easy as pulling out a pen and making the necessary changes. The versatility of paper is what\u2019s made it a staple of business for millennia, but it\u2019s also one of its greatest downsides.<\/p>\n\n\n\n<p>Handwritten notes can be difficult to read, impossible to index, and easy to lose in a filing system. One of <a href=\"\/filecenter-matrix.php\">FileCenter\u2019s most helpful tools<\/a> is the ability to add notes, highlights, and edits to PDF digital documents so you can take advantage of the flexibility of paper along with the convenience and efficiency of electronic document management.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Tactility<\/h3>\n\n\n\n<p>The one thing technology hasn\u2019t been able to improve on is the physical touch of paper. Many businesspeople enjoy the tactility of paper documents and the speed they can flip through files.&nbsp;<\/p>\n\n\n\n<p>The tradeoff for the tactility of paper is that it isn\u2019t searchable, editable, or able to be duplicated without losing fidelity. For certain types of paperwork, such as contracts or loan documents, physical documents may be preferable for some businesspeople, but other types of paperwork are better suited to electronic document management.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Introducing FileCenter DMS\" width=\"605\" height=\"340\" src=\"https:\/\/www.youtube.com\/embed\/Q7LY9jauQQY?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Advantages of Document Management Systems<\/h2>\n\n\n\n<p>While paper documents have their place in modern business, you can efficiently and effectively manage an increasing number of documents with an electronic system. There are several major advantages to electronic document <a href=\"\/blog\/the-ultimate-guide-to-document-management\/\">management systems<\/a> that users should be aware of as they assess their needs:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Backups<\/h3>\n\n\n\n<p>One of the biggest advantages of a document management system is that files can be backed up in the cloud or stored in secondary or tertiary locations with the click of a button. Backing up paper documents requires making physical copies and doubling or tripping your costs.<\/p>\n\n\n\n<p>The average business spends <a href=\"https:\/\/www.recordnations.com\/2018\/04\/paperless-office-save\/\">$8,000 on paper<\/a> each year, over $600,000&nbsp;&nbsp;&nbsp; on labor costs spent <a href=\"\/info-filing-paperwork.html\">filing paperwork<\/a>, and over $1,200 just on rent for the square footage filing cabinets. Are you willing to double or triple those costs just to stick with a paper system? Electronic document management systems allow you to <a href=\"\/kb-back-up-your-filecenter-data.html\">back up your files<\/a> with a few clicks of your mouse for only the cost of the space they take up on a hard drive.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Permanence<\/h3>\n\n\n\n<p>The average paper document is <a href=\"https:\/\/www.armstrongarchives.com\/records-management-statistics\/\">photocopied 19 times<\/a> during its lifecycle. Each time they\u2019re copied, paper documents lose fidelity. They become distorted, blown out, and lose resolution every time you duplicate them, but you can indefinitely copy digital files with no quality loss.<\/p>\n\n\n\n<p>FileCenter uses <a href=\"\/automate-features.html\">Optical Character Recognition<\/a> to convert documents into searchable PDFs so that you can duplicate even paper documents with complete fidelity.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. Searchability<\/h3>\n\n\n\n<p>There is nothing more frustrating than needing a specific piece of paperwork and not knowing where it is. Paper systems rely on tedious and error-prone manual sorting and filing, so finding a specific document sorted improperly can take hours. Document management systems allow you to not only organize your files the same way you might in a physical filing cabinet, but they also allow you to index and <a href=\"\/kb-what-is-a-searchable-pdf.html\">search your files<\/a> based on the text of the document as well as metadata and comments added to the document.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. Remote Access<\/h3>\n\n\n\n<p>77% of business owners say they want to be able to access documents remotely. As Covid has accelerated remote work, being able to access documents from anywhere is more important than ever. One of the weaknesses of paper systems is that paper is only accessible from one location without making expensive physical duplicates, but document management systems allow files to be accessed from multiple secure locations concurrently.&nbsp;<\/p>\n\n\n\n<p>Before the COVID-19 pandemic, <a href=\"https:\/\/www.weforum.org\/agenda\/2021\/11\/remote-work-hybrid-diversity\/\">only 30% of employees<\/a> worked remotely all or some of the time. In 2021, that number had grown to 48%, with 19% of workers working remotely all the time. Accessing documents securely from remote locations is a benefit of document management systems that paper systems can\u2019t compete with.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><a href=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2.webp\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2.webp\" alt=\"48% of workers work remotely after the COVID-19 pandemic\" class=\"wp-image-828\" width=\"602\" height=\"351\" srcset=\"https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2.webp 602w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2-300x175.webp 300w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2-100x58.webp 100w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2-150x87.webp 150w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2-200x117.webp 200w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2-450x262.webp 450w, https:\/\/www.filecenter.com\/blog\/wp-content\/uploads\/2022\/06\/Image-2-600x350.webp 600w\" sizes=\"auto, (max-width: 602px) 100vw, 602px\" \/><\/a><figcaption class=\"wp-element-caption\">Source: https:\/\/www.weforum.org\/agenda\/2021\/11\/remote-work-hybrid-diversity\/<\/figcaption><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">5. Automation<\/h3>\n\n\n\n<p>In the digital age,<a href=\"https:\/\/www.mxtrautomation.com\/\"> automation<\/a> is augmenting human labor in nearly every field. \u201cDocument Manager\u201d used to be a job title, but in the modern age, you can accomplish many tasks that used to require hours of labor with sophisticated yet easy-to-use software.<\/p>\n\n\n\n<p>FileCenter allows users to <a href=\"\/automate-features.html\">automate the most tedious tasks<\/a> of naming, converting, and routing files, saving businesses labor and employees frustration.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why FileCenter?<\/h2>\n\n\n\n<p>Document management systems allow you to take control of your paperwork so you can spend your time on the things that matter. FileCenter has a sophisticated suite of software that can do everything from scanning paper documents into editable PDFs with Ocular Character Recognition technology, converting text PDFs to images and other file formats, indexing files based on metadata and text, and compatibility with cloud and Microsoft applications.<\/p>\n\n\n\n<p><strong><em>If you\u2019re ready to save time and money on your document management system, see how <\/em><\/strong><a href=\"\/filecenter-features.html\"><strong><em>FileCenter<\/em><\/strong><\/a><strong><em> can cut down some of your most expensive and tedious work. Download a <\/em><\/strong><a href=\"\/filecenter-trial.php\"><strong><em>Free Trial<\/em><\/strong><\/a><strong><em> or <\/em><\/strong><a href=\"\/sales.php\"><strong><em>Schedule a Demo<\/em><\/strong><\/a><strong><em> today to reclaim your document management and put technology to work for you.<\/em><\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In America alone, offices use 12.1 trillion sheets of paper each year. A ream of 500 sheets is 2.5 inches thick, meaning the 24 billion annual reams of paper stacked in one pile would be over 950,000 miles tall\u2014enough to &hellip;<\/p>\n<p class=\"read-more\"> <a class=\"more-link\" href=\"https:\/\/www.filecenter.com\/blog\/document-management-systems-the-only-guide-youll-ever-need\/\"> <span class=\"screen-reader-text\">Document Management Systems: The Only Guide You\u2019ll Ever Need<\/span> Read More &raquo;<\/a><\/p>\n","protected":false},"author":3,"featured_media":3057,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":"","_links_to":"","_links_to_target":""},"categories":[76],"tags":[180,20,129,179],"table_tags":[],"class_list":["post-825","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-document-management","tag-convert-to-pdf","tag-document-management","tag-document-scanning","tag-electronic-document-management-system"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Document Management Systems: The Only Guide You\u2019ll Ever Need<\/title>\n<meta name=\"description\" content=\"Document management systems are a powerful and efficient replacement for old paper systems that can help you cut down costs and leverage powerful digital tools.\" \/>\n<meta name=\"robots\" content=\"index, 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