11 of April, 2025

You may be wondering how to save costs with document management. What is the purpose of document management in a company. When we talk about reducing costs, we do so in economic and effort terms.

Something that, as we will see later, translates into increased company productivity. The effort will be less, and we will not waste time searching for documents.

Tips for saving costs with document management

Undoubtedly, the first of the tips for saving costs with document management is the use of a document manager.

These tools help us manage all the documents that enter the company. This includes storage and subsequent localization.

Sesame HR is an excellent example of a document manager. One of the different functions that this software integrates is the document manager.

An ally for both HR and management in managing workers. We can classify any document and retrieve it with a single click.

Another key tip for saving costs with document management is digitization. In the XXI century, it makes no sense to keep physical copies of all documents.

Most of the document exchange is done online. Thus, we save paper and space, avoiding having to print copies of everything.

Don’t forget to back up regularly. In the cloud, on another machine, on CDs, on a USB or on an external hard drive, they will be your lifeline. It’s a fundamental security measure.

It is also important to develop a document management protocol. A roadmap on which the procedure for storing documents is established.

Incorporating document management into our corporate culture is always a hit. In this regard, it is important not to procrastinate.

This way, we avoid piles of documents on the desk – physical or PC – and anyone can consult it if necessary.

5 tips to save costs with document management

Automate document management with a document manager like Sesame HR
Digitalize the physical documentation to save time and gain space
Establish an action protocol to unify criteria when storing documents
Prepare and train the team for proper document management
Be constant and avoid accumulating pending documents to be stored

What are the advantages of saving costs in document management

Appropriate document management translates into significant cost savings at all levels. The company can save time, effort, and money; and we are never overloaded with any of the three. Let’s get to know more about the advantages of saving costs with document management.

Savings in work processes

Document management allows us to work more efficiently. When Human Resources, the sales team, finance or customer service look for a document, they will find it instantly.

Keep in mind that the more productive a team or department is, the more money the company will make. And the more profitable the worker will seem to us.

Paper savings

With digitized document management we save paper. Something that will undoubtedly contribute to protect the environment. And we will also save ink or toner.

The fact of reducing the printing of documents also implies less effort for printers and photocopiers. Thus, there will not be as much maintenance or repairs.

Savings in archiving costs

Maintaining a physical archive is expensive. As we have seen, printing invoices, contracts, reports, etc. has a very important cost. But then a physical space in the company must be conditioned for the archive.

Not to mention the companies that cannot store all their documents. They end up forced to rent another space for their archive, with the problems it generates.

Effective ways to save costs in document management

We won’t tire of repeating that the best way to save costs with document management is through digitization.

A document management tool like Sesame HR will help you improve the company’s document management. The investment is minimal, and it pays off quickly.

To optimize the company’s document management, we can organize ourselves according to the company’s needs.

What documents do we generate? Which are the most consulted? From these two answers, you can develop the protocol to organize any corporate document.

It is also important to establish different levels of access to documents. This way, you ensure that sensitive or confidential information does not end up in the wrong hands.

A problem that we can solve with digitization and a document manager. So, you will know who accesses which documents.

Another aspect we need to insist on is the automation of tasks to reduce costs. Often, document management involves a series of repetitive tasks. Completing them by hand is very repetitive.

All this, in a safe and lawful manner. Remember that documents such as time control reports must be stored for a while.

Not to mention the labor performance reports, or the absence and subsidy justifications. With a document manager, you will always have the documents localized.

Enter the Sesame HR blog and discover how to save costs with document management. And if you want to improve your workers’ experience, don’t miss our guides!

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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iriserrador

HR Content Specialist

How to save costs with document management in a business