To reframe the problem, think about it like this: if one in six documents is lost, then approximately 10 in 60 documents are lost, too. That number expands to 100 in 600, 1000 in 6000, or even 10000 in 60000. One in six might not sound like much, but the numbers feel much more impactful once you multiply them out to an enterprise scale.
10000 in 60000 documents may seem high, but this, is in fact, the reality for thousands of enterprise businesses across the United States. Unfortunately, many enterprises are still struggling with inefficient in-house Document Storage and Retrieval methods that simply don't work. This is a significant problem in the enterprise environment because most large-scale businesses go through thousands or even millions of documents every single day.
At DATAMARK, we specialize in helping businesses create advanced platforms for both manual and automated document storage and retrieval. Using a combination of lean six Sigma strategies, as well as a host of leading edge tools and technologies, we can help you lower lost document rates and improve upon all document-reliant business processes.
Intelligent Scanning, Capture, and Search Options
Enterprise managers and employees can only make use of documents when they have the right access to them in the first place. Without the right access, employees are often forced to wait for document access or work without the right documents in the first place. This leads to crippling inefficiencies that can grind daily operation to a halt, even if only one department is affected.
DATAMARK uses incredibly advanced technologies to help resolve traditional Document Storage and Retrieval Problems by digitizing nearly all incoming and outgoing documents. High-volume, high speed scanners equipped with Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR), as well as AI-driven heuristics, allow us to automatically detect the type of content in each document, as well as classifying, validating, and categorizing it to ensure that it is stored in the right location.
The result of these incredibly advanced applications is a fully digitized database that preserves documents so they cannot be lost. Regular backups ensure that employees always have an option for retrieval, no matter how much loss or which disasters occur along the way.
Digital Database Search and Retrieval Using Tags or Categories
Digital document storage and retrieval databases also have a second benefit for enterprise users: the ability to search for a specific document using a wide variety of filters or keywords.
Character recognition algorithms detect content, such as customer account numbers, invoice numbers, telephone numbers, addresses, and names, entering the information into meta-tags. The user can then enter a small snippet of information into the search box; the system automatically populates the information and displays the right document.
The sheer scalability of these search and retrieval systems cannot be overstated. In most cases, DATAMARK can apply an unlimited amount of filters, tags, or categorizations, allowing you to drill deep and really identify which documents apply to which departments, which people, or even which specific tasks.
This kind of approach carries many benefits for the enterprise environment. It lowers the risk of a costly data breach, limits access to only persons of your designation, and generally makes it easier for everyone with a relationship to your business to access the documents they need most without spending hours searching through information.
High-Security Solutions for Confidentiality and Protection
If the idea of capturing and storing all of your enterprise documents frightens you, you may be falling victim to the false idea that digital storage is inherently riskier and more prone to failures then manual storage alone.
This concept comes from the fact that older Document Storage and Retrieval Systems from the 90s and early 2000's were often relatively unsecured or poorly secured. These older technologies and platforms did not contain the same robust and advanced algorithms as the systems we use today.
Modern Document Storage and Retrieval Systems are designed with numerous fail safes and stopgaps in mind, including intrusion protection, unwarranted access prevention, and user tracking to ensure you know who can access what information, at what time, and from where. The reality is that most well-designed systems from DATAMARK meet or exceed government and industry standards at all times.
DATAMARK's On-Site Management of Document Storage and Retrieval also holds specific benefits for enterprise document management security. Our experts provide 24/7 oversight into how, when, and where your documents are located and accessed. We also adhere to all “best practices,” including consistent naming conventions, strict permissions structures, retention policies, and using metadata strategies over simple folder-by-folder storage options.
Agile, Scalable Document Storage and Retrieval for All Industries
With over 28 years of experience serving enterprises all across the United States, and in some cases, all over the world, DATAMARK understands the need for smooth, reliable access and document protection. Our experts also have a deep level of knowledge serving some of America’s most highly-regulated industries, which include:
If you are still struggling with running your own in-house Document Storage and Retrieval systems, know that there is a better option out there. Partner with DATAMARK on your On-Site Document Storage and Retrieval and retain full control, so that you can keep a close watchful eye over our processes as we work for you right within your own location. On-Site outsourcing is the perfect blend of services for enterprises who need help, yet still need to monitor and adjust their business processes surrounding documents as they grow. Reach out to our team today to learn more about our wide array of services for enterprise clients of all sizes.
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