Today’s large businesses have many types of documents they must handle. Invoices, emails, memos, letters and customer files all must be dealt with on a daily basis. With document tracking, those documents can be much less cumbersome, turning your records and files into an asset to your business, not a drawback. Whether your business works with paper files, digital files or both, you can use file tracking systems and software to make them more manageable. By doing so, your business will gain the following benefits.
Was that important customer file last seen on your marketing professional’s desk, or did your employee down in HR have it? Did it get put back properly, or is your customer’s sensitive information floating out there where it should not be? Knowing where your documents are and who has accessed them means greater security for your business. With both paper and digital filing systems document tracking can be set up to limit access to documents to only those parties who need to see them. This, in turn, will keep sensitive documents secure.
When documents are not tracked, employees are not held accountable for how documents are handled. Document tracking adds the necessary accountability. For paper documents, accountability will limit misplaced and misused files. For digital documents, document tracking allows you to know, for certain, that an employee has received a memo or accessed a file.
Minimize Your Risk for Litigation
Large companies handle hundreds of sensitive documents, often on a daily basis. Losing or misplacing those documents can put you at risk for litigation. If you track your documents and know where they are at all times, you lower this risk. Consistent records management and document tracking ensures that the documents you need remain where they should be.
Time and Cost Savings
Time spent searching for lost files or confirming that those who should have seen a file did, in fact, see it is time lost for your business. The man hours put into tracking down missing files are wasted man hours. Document tracking eliminates much of this, and thus saves both time and money for your business.
If your business is looking for help with document management and tracking, it is recommended to contact a professional document management company or consultant.