Document Management for Small Businesses

Document Management Helps Small Businesses Compete in a Large Marketplace

Running a small business isn’t easy. Many small businesses struggle to keep up with compliance, cash flow management, and economic changes. As a small engineering company, you may find your business dealing with these issues, along with the challenges presented by engineering design and construction.

As a small business, you will always be at a disadvantage. Larger organizations are well equipped, allowing them to get things done quickly and at significantly lower costs. Fortunately, there are some solutions that can make things easier for small businesses to compete with their larger competitors.

Here are the major areas that a document management system helps small businesses compete with the big guys.

Reduced Costs

Document management systems can reduce costs in a multitude of ways. The storage of paper documents can be costly, especially when handling a large number of drawings and their different versions. Today, most drawings are created using popular CAD software such as AutoCAD, Inventor, MicroStation, Revit, NX, or SolidWorks, however, many organizations are still relying on printed versions for document storage, redlining, and reviews.

With ImageSite, you no longer need to print documents for review (although the option is always available). This can help companies reduce storage requirements and document handling time, significantly reducing costs associated with documents. Unlike traditional electronic document management solutions, ImageSite allows employees to redline documents within the system, while managing file versions as changes are made. This not only makes it easier to manage review processes, but also ensures engineers find and work with the most current version of a document, quickly and easily.

Learn More About: CAD Drawing Management, Drawing Markup, and System Integrations

Improved Compliance

With limited staff and a plethora of things to do, many small businesses struggle to keep up with regulatory compliance. Depending on the nature of your business, you may find yourself having to comply with standards and regulatory bodies such as NIST, ISO, ITAR, DFARS, and, of course the IRS.

ImageSite makes it easy to manage compliance by providing audit trails of all actions associated with files and documents within the system. These audit trails not only ensure complete administrative control over your intellectual property, but can also assist in e-discovery in the case of a civil or criminal investigation. While unlikely, given the integrity of your business, it can reduce costs associated with long, expensive legal proceedings; acting as a type of “insurance” for your company’s well-being.

Learn More About: Audit Trail, Security and Access Control.

Enhanced Workflow and Communication

Unlike large corporations, small businesses typically have a small group of managers that take charge of design and approval of workflows. Typically, these workflows are difficult to manage, as they require persistent communication between managers and engineers.

ImageSite automates workflows using a visual, canvas-like workflow builder, making it simple for managers to create, edit and conceptualize workflows. Managers can oversee approvals and utilize internal or external notifications at each step of the workflow, reducing the need for telephone or in-person communications.

ImageSite also includes tools for managing RFIs (Requests for Information), Submittals, and Transmittals, for better communication with vendors and downstream contractors. Like the other modules included in ImageSite, these tools can be used to automate notifications, giving managers, as well as vendors and customers, complete transparency into the state of project initiatives.

Learn More About: Workflows+, RFIs/Submittals, and Engineering Transmittal

Takeaway

ImageSite, a document management system, helps small businesses remain competitive. It’s a robust workflow and document management system designed with businesses of all sizes in mind. With ImageSite, you only pay for what you need, making it a powerful tool for organizations with various budgets.

Learn more about Engine=Box, our Cloud document management solution

Discover more about our engineering document management solution and why it is trusted by partners worldwide.  Go to www.eQuorum.com\contact-us and fill out the contact form for more information.

Further Reading: What is a Document Management System?

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