Time To Go Paperless Is Now

I’m sure you can envision the traditional dusty filing cabinet in the corner of an office, and you may even be looking at yours right now. Document storage systems have changed quite a bit over the years because of technology; online systems enable you to create a paperless work environment where you can digitally upload, organize and retrieve documents securely online. Now, before we get too deep, I understand, this topic is about as appealing as watching paint dry, so we’ll try our best to keep this light and straightforward.

We consider document storage a critical element in any thriving business, and it is the number one indicator of efficiency because it means you are organized! Proper organization trickles down into how the team functions, how productive your business can be, and whether you can deliver a consistent client experience.

What does your document storage look like? Can you easily retrieve the documents you are searching for? Are your documents secure? Are you paying extra money for additional storage capacity? Are you able to retrieve your documents outside the physical office? Is your document storage one unified system?

The answers to these questions can effectively be answered by the document storage system you use. So, if you are on the hunt for a new online system or simply exploring your options, here are some things to consider.

Selecting the Right Online System

A good system, one that’s right for your business’ needs, is typically based on several factors. You will want to have a “wish list” outlining how your team plans to use your proposed system. As an example, this is what’s on my wish list:‍

• Easily accessible – There is user access across the team, but also access online from anywhere.
• Store any file type - Including videos and audio files, text documents, pdfs, image files, emails, etc.
• A Software-as-a-Service solution (SAAS) - Meaning a vendor hosts the documents securely and does not have costly hardware upgrades.
• One unified comprehensive system – Is also paired with additional features and linked to Contacts, Accounts, Processes, Notes, etc.
• Ease of use – The document storage offers a very short learning curve for the team and has an intuitive interface.
• No extra costs – The system doesn’t charge for each gigabyte of data stored, there is just one predictable monthly cost that keeps operational costs low.

If you're still reading this and it sounds like what you're looking for as well, we've managed to build this document management system into Toolkit CRM. Start for free and see if it checks all your boxes.