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How to know if a document management solution is right for your business
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How to know if a document management solution is right for your business

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This slide deck will ask you various questions about content management in your busienss to help you identify if thee is a need for better, more efficient management processes.

This slide deck will ask you various questions about content management in your busienss to help you identify if thee is a need for better, more efficient management processes.


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  • 1. How to know if a documentmanagement solution is right for your businessAsk yourself thesequestions and find out … www.polarimaging.ca
  • 2. Are you, or your employees, overwhelmed with large amounts of paperwork, files, invoices, and emails?• Many businesses struggle to manage unstructured documents: invoices, contracts, handwritten notes, email, images etc. How are you managing your documents? Do you file them away in cabinets? In your desk? Or maybe they’re in off-site storage facilities?• Wouldn’t it be nice to store all of your documents in one place with no need for bulky, disorganized filing cabinets? www.polarimaging.ca
  • 3. Are you wasting time searching for files and invoices that have been lost or misplaced?• Did you know that a document management solution gives you instant search and retrieval of documents that have been entered into your company’s computer system?• You can scan and index any document into a the system and retrieve it immediately. No more wasted time spent looking for files that you need now! www.polarimaging.ca
  • 4. Is there a lack of coordination between employees and departments?• Do you spend time tracking down documents only to find that you have the wrong version? Many employees experience this problem when working with others on projects and approvals.• Document management systems are designed to streamline the flow of tasks to reduce errors and redundancy. www.polarimaging.ca
  • 5. Are you able to track a document or ensure it’s secure from unauthorized changes or theft?• Do you have strategies in place that protect confidential or sensitive information from unauthorized employees or visitors? Are you confident that your information has never been accessed by unauthorized persons?• Document management systems track all document histories throughout the document’s lifecycle. See who viewed, printed, or changed a document in order to improve security and monitor changes. www.polarimaging.ca
  • 6. Do you have a disaster plan in place for lost, stolen or damaged documents?• Did you know that 90% of small businesses that fail to plan for disaster close their doors within two years of a disaster like fire, flood or theft?• Keeping critical paper documents on-site can be risky business as this form of document cannot be replaced. What would you do if you lost all your paper files tomorrow? How would that affect your business or department? www.polarimaging.ca
  • 7. Finally, did you know that using a document management system can cure all of these common problems?• Stop managing paper and start managing your business more efficiently• Find the documents you need, when you need them• Seamlessly coordinate with other employees and departments• Ensure security and compliance• Bounce back instantly from disaster, damage and theft• Cut operating costs and improve productivity www.polarimaging.ca
  • 8. About Polar Imaging IncWith over 30 years experience, Polar Imaging is a leader indocument management and scanning, delivering a broadspectrum of electronic content management solutions, fullycustomized to fit the needs of its customers. Polar Imagingalso specializes in cloud backup and recovery, unlike any otherprovider in the region. Its unique services offer a customerexperience that surpasses all others.Core products and services:Document Management Services, Electronic ContentManagement (ECM) Solutions, Business Workflow Automationand Mailroom Services, Cloud Backup and Recovery, MicrofilmEquipment and Services, High-Volume Document Scanning,Professional Services. www.polarimaging.ca