KYOCERA Document Solutions
Businesses are rapidly shifting to paperless environments, and Enterprise Content Management (ECM) systems are at the forefront of this transformation. ECM helps companies reduce reliance on physical documents, which not only lowers spending on consumables like paper, ink, and toner but also streamlines overall document management. By digitizing workflows, organizations can improve efficiency, reallocate resources, and reduce the risk of expensive data breaches.
Put simply, cost-effective cloud management with ECM can save your business money, boost productivity, and optimize security.
One of the key benefits of an ECM system is the significant reduction in spending on consumables such as paper, ink, toner, and printer parts. By shifting to digital workflows, businesses no longer need to print and store large volumes of physical documents, which drastically cuts costs associated with office supplies over time.
Additionally, digitization reduces wear and tear on printers, lowering maintenance expenses. These savings accumulate, freeing up resources for more strategic investments and enhancing overall operational efficiency.
Another cost-effective consequence of going paperless and moving toward ECM for your document management is the savings made on storage. When your company eliminates the need for physical paper filing cabinets, boxes of stored data, and even on-site servers, you can use the space instead for other areas of business, or downsize and make significant savings on leasing your office.
They say that time is money, and with a comprehensive ECM system implemented in your organization, you can start saving significantly on time. Your employees will enjoy quick and easy document access for optimal efficiency. All files will be keyword searchable and sorted into indexed folders for maximum accessibility and productivity. This means, regardless of where your employees are, they can access the information they need in an instant.
This speedy access to documentation frees up time otherwise manually spent on searching through computer files and email chains for the information they need. With more time comes more opportunity to maximize potential. Timewasting in businesses is a huge drain on resources and a loss of earning potential, so let ECM save your company money by streamlining data management.
Organizations invest in ECM to save money and optimize processes.”
Organizations invest in ECM to save money and optimize processes. One of the most significant ways ECM does this is by safeguarding vital business data against data breaches. It is far safer to keep documents in a centralized digital hub than in on-premises servers, unsecured third-party messaging sites, or paper folders.
Not only does ECM eliminate the risk of important files being left lying around or lost in long email chains, but it also employs stringent access controls to prevent unauthorized personnel from viewing documents. All employees will also need to provide user authentication to view folders. Moreover, data held in an ECM system will be encrypted to further protect it from prying eyes. Cyberattacks are significantly less likely to occur when organizational data is stored securely in an ECM system.
This is a money saver as cyberattacks are increasingly common and pricey for businesses. In fact, the ITRC’s 2023 Data Breach Report found that in the United States in 2023, there were 809 data compromises in healthcare, 744 in financial services, 308 in professional services, 259 in manufacturing, and 173 in education. The consequences of a data breach can be disastrous for organizations, particularly when they handle a lot of confidential information. In healthcare and education, for instance, vulnerable individuals’ data is processed and in financial services, organizations store information that could be used to financially devastate people.
Cybersecurity is vital in protecting businesses from theft, as well as the negative impact data compromises have on their reputation and public trust. People are less likely to use a service again if it is associated with a data breach, and companies can lose a lot of support if they suffer a data leak that exposes their clients’ personal information. For all of these reasons, data leaks can financially ruin a business. ECM is the ideal solution.
Cost-effective cloud document management with an ECM system is a smart investment for businesses looking to improve efficiency and strengthen data security. By digitizing documents, companies can significantly reduce spending on consumables, minimize storage needs, and save valuable time through quicker access to information.
What’s more, ECM helps protect organizations from the economic and brand popularity risks associated with data breaches. As businesses continue to evolve in the digital age, ECM offers a streamlined, cost-effective solution that boosts productivity and enhances overall operational performance. Contact a Kyocera expert today to find out how we can help you reduce costs and boost efficiency with ECM.