IPS Blog

How to Find the Best Document Management Services for your Business

Mar 27, 2015 9:54:47 AM

By Neal Rudnick, Business Solutions Consultant

A large part of doing business today means not only keeping a wide range of documentation for various business processes, but also ensuring the information is properly archived and stored, kept secure and accessible. Whether you have a room or a warehouse full of documents that need to be digitized and stored more securely, you worry that should anything happen to them, your business would suffer.

No matter what sparks the realization, you have made the choice to go with a document management service. You have realized that no one company can be outstanding at every aspect of doing business, and that partnering with specialists allows you to get back to focusing on what you do best.

Finding the Right Document Management Partner

Finding a document management partner can be a daunting task. This is especially true if you have already gone through the vetting process once, and now find yourself having to face it a second time because the company you chose is not servicing you well or discontinuing their document management product, or you have decided they don’t offer what you really want and need when it comes to long-term document storage and retrieval systems.

So how do you know who to trust your information with? There are four key points you should be taking a hard look at before making that decision.

  • Security. Your documents contain a wealth of information that needs to be kept secure, for your own sake and that of your customers. Make sure you know exactly how your document management company plans to keep your information secure, not just today, but over time as well.
  • Longevity. You have put your blood, sweat and tears into your business, and you don’t want to trust your documents with just any fly-by-night startup. Make sure you are trusting your documents to people and companies who will value them as much as you do.
  • Technology. What platforms and technologies do they use? Make sure the company you choose to partner with will work on your platform of choice, seamlessly, no matter when and where you need to access it.
  • Service. What level of service are you expecting from your partner? Make sure that your expectations for service are met by a company with a proven focus on customer satisfaction, one that is consistently responsive and flexible to meet your needs.

One Company’s Experience

“In 2008, we decided to get away from storing and shredding our hard documents and go with an image processing solution instead,” said Art Benson, Controller, Paris Gourmet. “We chose the cheapest vendor and did not choose IPS, although they were very price competitive. Everything was good with this other vendor for a while. Then we started having service issues with uploading and timing delays and were given the song-and-dance until we were told they no longer wanted our business. We went back to IPS with our tail between our legs and were welcomed with open arms; IPS never said ‘I told you so’. We were still uploading our scanned documents to our bank’s repository when in January of this year we received a letter informing us that the bank would be discontinuing their document management service. What did we do? We called IPS, who again told us not to worry and immediately started working on helping us transition to their document management service and we plan on continuing with IPS for years to come.”

Making the Best Decision for Your Documents

Finding the right partner, one you can trust with the heart of your business, is among the most important decisions you can make. At IPS, we are here to answer all of your questions about document management. We want to help you find the right fit, and ensure your documents are secure and available, whenever and wherever you need them.

No matter what stage of the document management process you find yourself — from looking to go digital for the first time, to transitioning from a previous provider — we can get you started on the right path. If you’re ready to speak with a business solutions consultant, contact us and we can help you decide if IPS has the right solution for your business.

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Topics: Document scanning, document management system