Paul Day of Filestream Systems Ltd shares why having a document management system might work for you!

This month we have been asking business owners to share tips relevant to their industry. Today it’s the turn of Paul Day who is a Managing Director of Filestream Systems Ltd based in Wokingham. Filestream Systems Ltd is a secure document management software that enables you to access your documents securely from anywhere in world and supports you in avoiding GDPR breaches.

Today Paul is sharing why having a document management system can improve your working day.

With the summer holiday season approaching plans are being made to support staff, who are out of the office – maybe working from home due to childcare – as well as those left in the office, so that they can find the necessary documentation that they need to complete their tasks. When a staff member goes on holiday, the staff left behind can sometimes find themselves looking for a document that has been put somewhere for “safe keeping” wasting time and money.

Having a document management system allows you to locate and retrieve documents speedily and easily. On average it can take up to 18 minutes for someone to locate a document. If we put this in terms of cost minimum wage is £10.42 an hour which means it costs around £3.12 to locate a document and this is only if one member of staff is looking. Imagine the costs if ten members are looking for ten documents per week. That means £156 a week is spent trying to locate a document!

Having a document management system like the one we offer at Filestream Systems Ltd can really improve your working day saving you time and money in the long run!

1. The version control feature ensures that all documents are current. This means that the up-to-date documents are being sent to your clients. Wrong documents could cause you damage to your reputation!
2. You can have peace of mind knowing that your date is secure using the system. If you were to have a ransomware attack or a virus this could cause a GDPR breach but with the Filestream system, you don’t have to worry about this!
3. Staff members can be given log in details that only give them access to the files they need to have ensuring that you stick to the strict GDPR rules.
4. You become ‘greener’ in the office by reducing the amount of paper you need to print off because you can use the system to give someone access to the document needed.
5. You can access the documents wherever you are so there will be no more arriving at a presentation or to your hotel room when working away to find that you’ve left your documents on your desk!

To find out more or to book a demonstration of the Filestream System head to www.filestreamsystems.co.uk