How To Handle Document Management In A Business

digital files document management data storage bootstrap business

As a society striving towards complete digitalisation as we try to adopt a paper-light approach to living, we often neglect the important role paper documents continue to play – especially within the office – and in turn, we end up facing the challenges of document storage unprepared. 

Paired with data protection regulations baffling businesses as to their responsibilities, organisations have now turned their attention to managed document services (MDS) when it comes to storing, recording and destroying sensitive data

Document Digitalization Difficulties

But it isn’t just paper documents that have left heads spinning, as the vast and growing number of digital documents in each business are becoming increasingly difficult to handle – with even paper- heavy sectors taking advantage of digital signatures and ‘scan and send’ applications. 

Businesses all over the world are now reaping the speed and convenience benefits that digital documents have to offer, as well as the added ability to improve search, categorisation and identification features. 

With the immeasurable amount of paper and digital data clogging up both physical and digital storage space, document management services must be utilised in order to not only comply with new data protection regulations, but to also minimise the chances of sensitive information getting into the wrong hands as a result of theft or loss. Digitisation with document management systems (DMS) solutions also helps to reduce the amount of paper you have to print and the expenses or waste associated with it. 

Making The Most Of Document Management 

Managing your documents effectively isn’t an easy or quick task, but it’s something that must be done for the sake of the business. With that being said, there are a number of ways in which managed document services can help to streamline the way in which your business operates. From invoice processing to human resources to logistic workflows, your business guarantees to reap the benefits once confidential document storage is put at the top of your agenda. 

Navigating your way around hundreds of different documents in a bid to find one specific file can be an extremely time-consuming task (not to mention how tedious it is), but by digitising documents office managers will no longer have to waste their precious time sifting through a never-ending pile of documents that will just end up getting shredded or recycled eventually. 

Digitised documents can be accessed with ease simply with a few clicks of a button. Documents will be given an appropriate title name, making it far easier and quicker to find what you’re looking for. 

Outsourcing Document Management 

If you don’t have the time, resources or personnel, or you simply prefer to outsource such work, then there are a number of document management companies that offer a range of services. From shredding to scanning to storage – there is a service to suit every business document management need. 

The great thing about outsourcing your document management is that companies use the best facilities – such as CCTV monitored bases, fireproof boxes and tracking systems – to protect the documents you have entrusted to them. 


With data protection regulations such as GDPR now taking full effect, we have already seen an improvement in the ways in which businesses store, record and destroy sensitive data. However, despite MDS paving the way for efficient document management, there is still a long way to go before businesses take it upon themselves to streamline the way in which they work with both paper and digital documents.

I hope you enjoyed this blog post about how to make the most of document management systems and digital filing at your company.

Interested in more articles about file organization and data protection?

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The Effect Of GDPR On Your Physical File Storage 

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