We know that choosing the type of system you use for your document storage can be a little bit of a headache but businesses such as http://www.filestreamsystems.co.uk are there to assist you with these little headaches and guide you through your changing from paper to online. There are two types of document management system that are popular: self-hosted document management and cloud-hosted document management systems. In this guide we’ve put together pros and cons of each of the systems that are available to you as a business.
- Self-Hosted Document Management Systems allow for all of the software is stored inside your business on your company servers and self-hosted systems allow you to store as many documents and files as your server will allow. The software comes with a one-time cost that’s usually based on the number of users. It can cost several thousand pounds for a self-hosted system as there are licence fees to consider
The biggest benefit of a self-hosted documents management system is that you are always the one in control and not relying on anyone else to keep it up and running. There are document management companies out there that can advise on which system is best for your company and can also advise you on what the advantages are for self-hosting or cloud hosting. The downside to hosting yourself comes in the quite large costs up front, as well as the extra yearly expense of having to pay for software updating. It also means it’s up to you to have a proper system in place to back up your documents as there’s no auto-saving.
- Cloud-Hosted Document Management Systems allow all of your new cloud software is hosted by an external provider and can be accessed online whenever you choose to log in. Everyone in the office can log in to the system from any computer or mobile device connected to the internet via either 3G or wifi connections. You usually would pay a monthly fee for each user and those costs range depending on features you use and the amount of storage you require for your business. The biggest benefits are that you don’t actually need to hire in an IT team to install the software and keep it running therefore you can cut costs that way. You can also save yourself money in large upfront costs. These systems are actually available from anywhere that has online access so if you are a business owner you can tap into your work system from anywhere in the world. Being on business or travelling internationally for business gives you the cloud-system advantage as you can tap into it anytime.
The downside? You are at the mercy of the provider to keep it up and running yourself and if there is ever a problem with the data centre (as in, electricity failure/fire or flood) you can be prevented from accessing your files. If the internet connection fails you also won’t be able to access your files!
There are often technical, financial and operational barriers when it comes to implementing electronic document management systems but there are also a lot of benefits to be had when the systems are in place. Unfortunately, a lot of companies are still stuck in the past when it comes to paperwork and for that reason, they don’t want to move away from what they know by scanning documents over to an online system. They don’t want to generally move away from their comfort zone and change over to regulated online documentations. As companies such as http://www.filestreamsystems.co.uk/ would tell you, the benefits far outweigh the disadvantages and if you choose to move away from paper and into a cloud system. We have listed the main benefits you will find by moving over:
- Security: online electronic management systems are full of regulated content which can be extremely sensitive and having adequate security is imperative to your business and your clients privacy. This becomes hard to achieve with paper or file share based documents. Being able to show traceability of documents can be a requirement for some companies and without that traceability, your security is useless.
- Better versions: have you ever wondered how often you’re working on the latest version of a document? An electronic document management system has built in version control which allows you to automatically version documents with timestamps and date additions and ensure that a full document history is available to you whenever you want to see it. Usually it can get confusing if more than one person is working on the same document and the issue there is having multiple copies of the same document!
- Backups: As mentioned before, companies like http://www.filestreamsystems.co.uk can advise you that if you don’t know what content you have it can be difficult to ensure that the content is backed up. Having an uploaded cloud system as well as an online system and then having a paper trail on top means that if there was a fire which damaged the paperwork, you’re backed up in the new system and should there be a flood that damages the computers, you’re backed up in the cloud! Back up your backups at all times. Electronic document management systems centralise all your records and encourages the creation of these records in one location. This allows for much easier retrieval!
- Electronic document management frees your staff from the total chore that is bulk paper filing and additional tools help streamline work processes even further. Sometimes this can actually render some jobs as useless and equal cuts in the budget!
- Ultimately, the same documents can be filed under more than one heading and it will help to reference your work which will make life much easier for you and your company. This isn’t possible with paper documents unless you photocopy lots of copies of the same information but this actually creates more work and more paper documentation and what we are trying to achieve is lessening that!
- Lastly, moving over to an electronic documentation system actually frees up your floor space in the office. Moving out of the filing cabinets and into the cloud means all those cabinets taking valuable room away from the office can go! You’ll be able to move the office around a bit or add more staff should you be able to afford to.
The biggest benefit of using a recruitment agency for temporary work especially means that you are able to have a variety of roles right at your fingertips when you need a chance. If you are looking at temp work especially it definitely gives you that chance to experience many job sectors without the commitment. Companies like http://www.pulsepublishingnw.co.uk may well use agencies to hire for their roles as finding the right staff can be difficult so why not hand it over to the experts? When you are looking for a job, the first thing you do is head for the internet.
In this day and age everyone who is anyone uses the internet to advertise positions, whether that is on large job boards such as Indeed or Monster or personally on their own company website. Either way, internet advertising has exploded across our screens. Newspaper advertising, while still occurring, is no longer as popular since newspapers now have apps and printing is actually on the decline. Large companies now like to outsource their recruitment to agencies as then they can save money on their recruitment budget. Staffing agencies perform selection processes for companies that don’t have the time, resources or money to manage the employment processes. Schools are the biggest outsourcer to agencies as the process for recruitment is a lot more complicated for teachers. For people looking for jobs in marketing or publishing or even PR, using an agency is the best thing to do because the money that it takes to sort and filter through CVs and sort interview days can actually cost far more if the companies do it themselves. Using a recruitment agency can result in a lower cost in hiring adequate staff to recruit applicants.
Cutting out the middle man allows a company to get on with their jobs while an agency deals with the recruitment. Staffing agencies have a larger network of available workers ready and waiting to work and this can save a lot of costs with advertising for a position. The relationships already built between the staffing agency and the workers they have already identified as dependable and reliable can fill a vacancy in a matter of days. Employers that use the services of recruitment agencies for temporary employees get the chance to observe worker performance, qualifications and habits at work before offering something more permanent on their books. This can cut down on turnover once a trial period is over and both employee and employer are satisfied a job is a good fit.
It is also worth mentioning that temporary jobs via an agency aren’t just a way for an employer to get to know an employee, but for the employee to experience the work environment and decide if it is the right fit for them. A lot of people forget that when someone goes for a new job, they are interviewing their potential workplace as well. An interview process is as much for the worker as it is for the company looking for employees and there should be a good balance for the employee as well as the employer.