The Importance of Document Management Services

In this modern digital age, proper record-keeping and documentation have never been more important. While it may seem like something that a Santa Ana business can put on the back burner, letting document management fall to the wayside can have severe repercussions. Aside from ensuring that businesses stay organized and run smoothly, there are numerous laws and regulations at the state and federal levels that require proper documentation by businesses. For example, the Sarbanes-Oxley Act, or SOX, is a federal law that places several requirements on public company boards and accounting firms concerning the maintenance and storage of their documents. Penalties for violating this act can range from fines to jail time for those that fail to comply. Even if you aren’t in danger of violating laws, losing records costs both time and money, so protecting and managing your data is critical no matter what.

For this reason, many businesses choose to partner with a document management service that can handle their record and information management programs rather than go it alone. A proper document management service should be able to handle documents throughout their entire lifespan, from uploading and storage to retention and secure destruction solutions. It should also be secure against outside intrusion or hacking attempts, as well as easy to use and train employees on. 

The first and largest benefit of a good document management service is having a timely and effective method of accessing your business’s files, day or night. Even if your internal IT team is busy with other tasks, a third-party document management service will be available to help you. With C3 Tech, you have access to a 24/7 monitoring desk that can help ensure that your document management systems are always running properly. 

Another major benefit of having a data management service is that you can have off-site storage separate from your business and the physical location of its servers. This redundancy means that even if your offices suffer from a natural disaster like a fire, flood, or earthquake, your business’s documents will still survive. This lets you focus on getting your business back on its feet rather than worrying that all of your paperwork survived. 

Lastly, by partnering with a document management service, you can have a customized plan tailor-made for the needs of your business. An accounting firm will have different document management requirements than a healthcare provider, for example. By using a data management service rather than an out-of-the-box system, your service provider can alter and customize elements of your document management programs to your unique needs. 

If you need a trustworthy document management service, you can rely on the professionals at C3 Tech. We partner with businesses in Santa Ana and the rest of Orange County to fulfill their IT and office technology needs, including document management, cybersecurity, and office copier requirements. With over two decades of experience and 300 different business partners across Orange County, we’ve consistently proven our ability to advance and protect the interests of our customers. If you would like to speak with one of our friendly and knowledgeable team members, call us at (714) 689-1700 today.