How to know if a document management solution is right for

your business

Ask yourself these questions and find out …

www.polarimaging.ca

Are you, or your employees, overwhelmed with large amounts of paperwork, files,

invoices, and emails?

• Many businesses struggle to manage unstructured documents: invoices, contracts, handwritten notes, email, images etc. How are you managing your documents? Do you file them away in cabinets? In your desk? Or maybe they’re in off-site storage facilities?

• Wouldn’t it be nice to store all of your documents in one place with no need for bulky, disorganized filing cabinets?

www.polarimaging.ca

Are you wasting time searching for files and invoices that have been lost or misplaced?

• Did you know that a document management solution gives you instant search and retrieval of documents that have been entered into your company’s computer system?

• You can scan and index any document into a the system and retrieve it immediately. No more wasted time spent looking for files that you need now!

www.polarimaging.ca

Is there a lack of coordination between employees and departments?

• Do you spend time tracking down documents only to find that you have the wrong version? Many employees experience this problem when working with others on projects and approvals.

• Document management systems are designed to streamline the flow of tasks to reduce errors and redundancy.

www.polarimaging.ca

Are you able to track a document or ensure it’s secure from unauthorized changes or

theft?

• Do you have strategies in place that protect confidential or sensitive information from unauthorized employees or visitors? Are you confident that your information has never been accessed by unauthorized persons?

• Document management systems track all document histories throughout the document’s lifecycle. See who viewed, printed, or changed a document in order to improve security and monitor changes.

www.polarimaging.ca

Do you have a disaster plan in place for lost, stolen or damaged documents?

• Did you know that 90% of small businesses that fail to plan for disaster close their doors within two years of a disaster like fire, flood or theft?

• Keeping critical paper documents on-site can be risky business as this form of document cannot be replaced. What would you do if you lost all your paper files tomorrow? How would that affect your business or department?

www.polarimaging.ca

Finally, did you know that using a document management system can cure all of these

common problems?

• Stop managing paper and start managing your business more efficiently

• Find the documents you need, when you need them• Seamlessly coordinate with other employees and

departments• Ensure security and compliance• Bounce back instantly from disaster, damage and theft• Cut operating costs and improve productivity

www.polarimaging.ca

About Polar Imaging Inc

With over 30 years experience, Polar Imaging is a leader in document management and scanning, delivering a broad spectrum of electronic content management solutions, fully customized to fit the needs of its customers. Polar Imaging also specializes in cloud backup and recovery, unlike any other provider in the region. Its unique services offer a customer experience that surpasses all others.Core products and services: Document Management Services, Electronic Content Management (ECM) Solutions, Business Workflow Automation and Mailroom Services, Cloud Backup and Recovery, Microfilm Equipment and Services, High-Volume Document Scanning, Professional Services.

www.polarimaging.ca