Document & File Management Systems

Best Rank’s File Management System software is a SaaS (Software as a Service) application that can help your company eliminate or significantly reduce the costs and hassles involved in maintaining your business’s important documentation in a safe and easy-to-access way. 

Most growing companies today are keenly aware of how much it can cost to maintain a file management system in an optimal working condition. The lifecycle processes of business documents typically entail the following steps: creation, editing, use and reference, archival, and disposal. All of these, regardless of whether you’re using a paper filing system or an electronic one, require time and money in order to manage well. 

At Best Rank, we use a web document management system in order to provide our clients with high-end (and affordable) solutions to their file management needs. By using our web file management services, you will be able to reduce your IT costs and free up space in your company’s IT infrastructure that would otherwise be used for file storage and maintenance.

Monetary Savings

Cost savings is one of the biggest benefits of using an online document management system rather than traditional, paper-intensive filing methods. Suppose it takes an employee who gets paid $15 an hour five minutes to walk to your company’s records room, locate a file, use it, and then re-file it. If this process occurs ten times per day, which amounts to 216 working hours, or $3,240 in wages every year that you have to spend. And this is only for a single employee. Chances are that, most mid to large size companies will employ several workers whose jobs will include using and maintaining an updated document filing system.

Now, wouldn’t it be nice to have a system that allowed employees to find and use important business documents without having to leave their work stations? This is exactly what Best Rank’s online document management system can do for your company. Website management systems will also eliminate the danger of losing important documents and the so-called “lost document” cost, meaning the work required to recreate a document that has been destroyed or misplaced (an average of $250 per document by most suppliers’ estimates).

Since Best Rank’s file management system is hosted in our own secure cloud servers, your company won’t have to worry about taking up office space and/or IT infrastructure (if you’re using an electronic filing method) to maintain a reliable document management system. You can thus use the freed space and resources to focus on growing your business’s core competency.

System Security

Data security is one of the most important issues that companies with any kind of IT infrastructure must deal with. Security threats can come from the outside (competitors trying to spy, identity thieves, viruses, etc.) as well as from the inside (angry employees, employee theft, etc.), and both can severely compromise the value of your most important documents. An online document management system like the one offered by Best Rank can help keep your data safe by providing several layers of security. These include: multiple levels of password-protected access for groups as well as individual employees, document content encryption, and electronic audit trails to keep track of who has accesses what documents. 

Disaster Recovery

In the event of a worst-case scenario, it is important to have a good recovery plan in place, so that you can retrieve all of your important data and get back up and running as soon as possible. Document management systems help protect both your paper and electronic records by keeping multiple back-up copies in remote servers. Off-site data back ups are just one of the ways that you can ensure that an unexpected disaster won’t cripple your business’s ability to get back up on its feet. 

Access

Having your document management system online means you and your employees will be able to access important work information wherever they are. Remote access allows for more flexibility, as more than one employee can view and work on a document at the same time. This alone is a significant improvement over paper filing systems as well as more traditional electronic systems. Also, it is much easier to maintain a consistent method of filing, naming and organizing files when you have a fully computerized, online file management service. With online document management systems, your company’s workflow no longer has to suffer when you’re training a new employee or when staff members are vacationing. So don’t wait. Give Best Rank a call or fill out our contact form today, and find out more about how your company can benefit from online document management.