Archiving, Automation & Accessibility are the triple A’s you should focus on to reach you goal

Businesses are always looking for ways of cutting costs. One approach is to reduce the operational costs of your business processes. One of the best solutions is digital document archiving and management, which can lower your operational costs by reducing the time it takes to maintain and organise documents, lowering equipment costs, helping you use your office space more efficiently and thereby reducing costs.

The obvious question is how to lower operating costs. Using Byfrost will keep operating costs at a minimum, since no complex installations and extra services are required, the server and Byfrost is always automatically kept up to date. All your documents and emails are automatically archived, organised and distributed to the concerned users, meaning time is saved.

Many companies are still using manual business processes. Shifting to a digital document archiving and management strategy instead can cut operational costs significantly.

1. Reduce operating costs by saving time

With digital document archiving and management, you can easily search, locate, organise, send, receive, and manage your electronic files. With manual document management, on the other hand, you need to physically sort and maintain records, which is more time demanding. By reducing this extra time spend by staff on doing a manual job, digital document archiving and management can increase your efficiency and productivity, meaning fewer costs.

2. Lower equipment and supply costs

Technology and equipment are an investment for your company, but not when it comes to investing in supplies and services for outdated methods like manual document management and archives.

Manual business processes come with a significant paper trail that requires physical storage space, which is why organisations that have not yet digitised, need larger office spaces. Digital document archiving and management, on the other hand, are electronic records, meaning you can reduce your physical storing and there by lower operational costs.

3. Optimize and maximise all of your business processes

There are many costs linked to your business processes across all departments, including sales, human resources, accounting, and other customer service. Within each department, some tasks can be optimised and made more efficient through automation, workflow and rules. By automating the document archiving and management processes you can reduce the time it takes to complete these tasks, reduce employee onboarding and retention costs, and increase employee and customer satisfaction.

4. Reducing IT infrastructure costs

You can both reduce infrastructure costs and still have your employees managing of daily operations.

With a tailor-made IT infrastructure giving access to the necessary information based on each user profile you can allow your staff to do teleworking in a safe and secure environment. They can work from home a part of their working week, which usually is seen as a favourite perk among employees, saving them commute time. Apart from improving employee morale and productivity gains, teleworking can also reduce infrastructure costs. All together this will significantly improved the job satisfaction of your emploees – creating a win-win situation for everyone.

5. Go Green

Consider making your office space as green go you possibly can in order to save energy. It is very important to encourage your employees to communicate via email, Skype or other electronic means and reducing printing to a minimum. Going green will drastically decrease the monthly expense of your company’s office supply costs.