Been sending a lot of emails lately with varying attachments like picture documentation, worksheets, etc. If you’re like many businesses you are working this way, and this practice leads to costly inefficiencies such as over-consumption of disk storage, upgraded Exchange/email server licensing requirements, document version control, to name a few. What may not seem obvious on the surface is the huge cost.

As examples:

1. Imagine sending 100MBs of picture or video attachments. Pretty easy to do these days given the features/resolution of cameras and the expanded size limits of email server databases. What if you send those emails to five recipients that then save those photo attachments to their own personal network folders? That’s 500MBs of storage consumed. As this process continues your disk storage is consumed and you ultimately exceed your email server licensing capacity. Now you’re looking at adding disk space, servers, and upgrading to a higher and more costly level of email server licensing.
2. You’ve sent an Excel workbook to a couple of recipients for review. One of them requests a change. The other sends it on to higher level with no changes. You make the requested change and re-send it to the original recipients. Now you have multiple versions out there and a possibly embarrassing situation with your boss. Where is the original? Who has the most current version? Are there unique changes in the different versions floating around? What’s the cost of the errors, wasted-time?

You catch the drift, so what’s a better way? What if all the participants in this process uploaded all these attachments only once to a document management system? One copy, one version, available to all immediately upon upload, quicker than an email, easy to upload. If this sounds reasonable, give us a call. We have a solution that is easily installed and configured in a day, quick to learn, and priced not to break the bank. We know you’ll be surprised.