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You Deserve a Better Way to Manage Your Business Documents

You Deserve a Better Way to Manage Your Business Documents

A file cabinet might seem like it’s necessary for operations, but it’s actually not as useful as it used to be in the past. This is primarily due to the implementation of new solutions such as the document management system. By taking advantage of a new digital storage system for your business’ documents, you can optimize operations and ditch that filing cabinet for good.


What is a Document Management System?
In short, a document management system is a software that allows you to scan all of your paper files that have accumulated over the years and store them in a secure digital database. Better yet, this database is accessible from anywhere, as long as the user has permissions to access it. You can think of it as one big electronic filing cabinet. Since it’s hosted in the cloud or on your in-house infrastructure, you can integrate a document management system in whatever way best suits your organization’s needs.

Why You Might Want One
Imagine an office without filing cabinets, paper files, or printing costs. Any room that is being used to hold these bulky objects and any loose paper files can be freed up for other uses. Imagine never having to dig through countless files just to find one particular document again. Any documents you might need can be found just by going to your document management system via your smartphone or desktop. This makes for much more efficient use of your available resources as a whole.

Going Paperless
It’s easier to search for a digital file than it is to dig through a physical file folder. If you go paperless, this is one of the many benefits that you receive from a digital file storage system. Since you’re going paperless, you’ll be spending less on ink, paper, and printer maintenance--all of which totals up to a considerable cost. Since you can save time on accessing, editing, and saving documents, you’ll see improvements in productivity.

Let’s imagine that your organization is hit by a crippling disaster. It wipes out all of your filing cabinets and internal infrastructure. If you keep your document management system in the cloud, all of these files will be saved from the destruction. This keeps your data backed up in a secure location where it can be restored at a later date.

Perhaps one of the most notable ways your organization benefits from paperless technology is that you reduce your carbon footprint. If you waste a lot of paper, you contribute to a lot of environmental problems such as air pollution, water pollution, and deforestation. The United States alone wastes four million tons of office paper every year, so you can do your part to keep the environment clean by going paperless.

Does your business need help implementing such a solution? Infradapt can help. To learn more, reach out to us at 800.394.2301.

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Cloud-Based Document Management Helps Businesses

Cloud-Based Document Management Helps Businesses

Paper documents can hold businesses back for several different reasons. For example, have you ever tried to move to a new office and drag along countless heavy filing cabinets? What about digging through folders just to find one specific document? It’s difficult to sort them in the first place as it is. Technology has made this job much easier, providing businesses with tools to better manage and maintain their wealth of paper documents in the form of a digital cloud environment.


A cloud-based document storage infrastructure is a great way to help your business overcome the annoyances and drawbacks of keeping paper files and storage in your office. Here are some of the best reasons why your organization should consider cloud-based document management systems.

Easy Organization and Access
We’re sure you’ve felt the frustration of storing paper files into folders, and then further storing them in large filing cabinets. A document management system makes this much easier to handle as you are storing files on your in-house network in an organized and efficient manner. It’s just like using folders on an ordinary computer or network infrastructure, and as long as you stay organized, you shouldn't have any issues finding the data you’re looking for. Plus, you’ll be able to access any files stored in your cloud from pretty much any connected device, which creates a more flexible work environment.

Easier to Navigate
Just like your browser’s search bar or your basic search engine like Google, you can search your document management system for specific files. You certainly can’t do something like that with your filing cabinet! This alone is a great way to ensure that your documents are efficient to locate at all times. With a document management system based in the cloud, all you need to do is just type your searches into the system and you can find whatever information you’re looking for easily enough.

Easier to Preserve
How would your filing cabinets hold up to a fire in the office? What about a flood or similar natural disaster? Chances are that “not well” is the answer. As with any asset, you should be able to have a backup in the event of a worst-case scenario, but this is difficult for physical document storage. Digital cloud-based document storage should always be backed up with external solutions, like a backup and disaster recovery solution so that these worst-case scenarios don’t prematurely end your business.

The Primary Risk: Data Security
The issue with storing any data in a connected and online environment is that you’re exposing it to potential hackers and other security risks. There are threats out there that are always on the lookout for ways into any type of infrastructure, and threats are growing stronger each and every day. Therefore, you should have solutions implemented that optimize security against threats, as well as data backup and disaster recovery to ensure a random incident doesn’t keep your business from succeeding.

To get started with a cloud-based document management system, reach out to us at 800.394.2301.

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This Solution Lets You Kick that Bulky File Cabinet to the Curb!

This Solution Lets You Kick that Bulky File Cabinet to the Curb!

Since the late 19th century, office environments have used the filing cabinet to keep records stored in an efficient order. However, today’s workplace environment contains more technology than ever before, allowing for more efficient document management solutions. This begs the question, what’s better; the traditional file cabinet, or the digital document management solution?

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