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Frequently Asked Questions about Document Management

At DEC Office Solutions, Inc., our goal is to help businesses develop and maintain an efficient document management system. We provide a wide range of solutions, from document scanning and shredding to Managed Print Services (MPS) and Document Management Solutions (DMS). While many companies understand the benefits of having an organized document management system in place, they may not be aware of all the features available and what to expect when working with a professional service provider. In this article, we’ll answer some common questions about the document management process and provide an overview of the services DEC can provide.


What is Document Management?

Document management is the process of controlling and storing documents and other digital media electronically. This can include scanning existing hard-copy documents, creating new digital documents, organizing documents into accessible folders, and providing access to authorized employees. The goal of document management is to simplify the organization of company information and to improve efficiency in day-to-day operations.


What are the Benefits of Document Management?

A quality document management system can help reduce costs, minimize legal risks, and improve employee productivity. It can also provide better employee collaboration by reducing time spent searching for documents and enabling shared access to documents and other media. In addition, many document management systems are capable of generating automated reports to help businesses track the usage and storage of documents.


What are Managed Print Services?

Managed Print Services (MPS) is a comprehensive solution for businesses looking to maximize their printing capabilities. MPS provides strategies to reduce printing costs, streamline workflow and enhance productivity across the enterprise. This includes optimizing print fleets, setting up device management for greater control, and offering managed services to improve uptime and reduce administrative costs.


What is the Process of Document Scanning and Conversion?

Document scanning and conversion is the process of digitalizing existing hard-copy documents. This can include scanning, indexing, and converting documents into electronic formats, such as PDFs. Advanced document scanning and conversion technologies can also recognize text to make documents fully searchable, incorporating optical character recognition (OCR) to process and read documents quickly and accurately.


What are the Risks of Document Shredding?

If done improperly, document shredding can lead to data breaches, identity theft, and other security risks. For this reason, we recommend having a professional shredding company handle the task. Professional document shredding services can securely destroy paper documents, providing an audit trail of the destruction process and giving businesses peace-of-mind that their vital information has been safely handled.


How Can DEC Office Solutions, Inc. Help?

At DEC Office Solutions, Inc., we provide a comprehensive range of office equipment and document solutions to businesses in the Rockland County area. We specialize in providing document management solutions to help organizations gain control of their information. Our services can include document scanning and conversion, shredding services, Managed Print Services, and more. We also offer office equipment products, such as copiers, printers, and scanners, as well as supplies and service.


For more information about document management solutions or any of our other services, contact us today.


Topics:

Document Management, Managed Print Services, Document Scanning

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