Managing documents has always been a challenge for businesses. How do you know which document is the most important? Which document needs to be at hand? Where does it need to go when it’s done with? This is where document management systems come in handy. Document management systems can help organize all your documents and make them easily searchable. If you want to boost your team’s productivity, try digitizing all paper files!
Many organizations are yet to identify the source of their productivity problems. There is information available across multiple organizations, and still, a portion of these organizations fail to assess the affected areas within their own company. Every organization faces challenges in reaching its productivity potential, and organizational structure plays a vital role. In Michael C. Mankins’ new book, it is shown that 20 percent of your company’s capacity will be lost to organizational structures and processes.
Shared documents being stored on servers and employees storing their own files on the desktop contribute to organizational drag. Document management systems can solve this problem by enabling departments to collaborate on one document at a time without having to worry about overages.
Document management has become more accessible through cloud-based systems. Content management, a separate but complementary aspect of document management, has also become more common for companies. Cloud-based features help minimize financial risk and leverage real-time syncing to keep company information accurate.
These are the top seven advantages of having a document management system:
All documents in one place documents in an office are stored all over: on the walls, desks, filing cabinets, and bookshelves. The problem here is that every file has to be categorized with things like name, size, type, date of creation, etc. Organizations usually do not have a system for storing documents when they are created. Cloud-based document management allows for a uniform arrangement of all your organization’s documents under the correct category. Your company’s production capacity is not lost as you can access any piece of work from anywhere to complete it with ease.
Access from anywhere
Information is now stored in the cloud and accessed through document storage software. With this technology, employees can access files from anywhere at any time. 60% of companies offer employees work-from-home options, and remote access to files is a necessity for any business. Cloud document management is essential for remote workers in multiple locations when there are no local servers.
Disaster-proof important files
There are many stories about the loss of stored data due to dampness, an operating system failure, or other specific problems. With a cloud document storage system in place, you will be able to sleep soundly with the knowledge that documents and other content are backed up automatically, so there is always a spare copy available.
Intuitive searching and sharing
With so much information going on every day, it leads to unending piles of documents and data. In order for a person to find a simple piece of detail within these piles, they must put in more effort than could be just done by simply looking through the data. A document management software will help save time when searching for a file. Just fill in the file’s name, tags, or content, and it can find every file that matches your criteria, even if you’re not certain of what appears on the documents. The permit-based document sharing allows for interdepartmental collaboration without breaching any security norms.
Tagging and notifications
Employees are assigned to working on specific files, and they communicate with each other by email. The tagging feature enables all team members to be notified of the latest changes to documents in one click. By tagging all employees with tasks, the user will know who to find questions from. Context is added by providing a note about the document so that users can better understand it. Create a digital folder for storing and retrieving these documents for future use.
Streamline document lifecycle management
Every document goes through a unique lifecycle, ranging from days to years. During this process, it may be edited or archived as it passes through the different stages of its lifecycle. Workflow processes for most organizations are such that every employee in the company touches a document at some point. Document management systems help make sure these processes are followed without any hassles and can handle a single database to more easily manage job management and retrieving files.
Preview with a click
Your inbox is inundated with email attachments, but don’t worry: you can now preview documents which means you can view them without downloading. The best part? You save time because this feature moves with the approval process.
Cloud-based document management systems are different depending on the size of your business. Large enterprises may handle a configuration that differs from smaller-scale businesses. Software providers have different opinions about when a project should be launched. Before you sign a contract with your provider, make sure to check the timeline between signing the agreement and going live on their system.
When deciding on a cloud document management system, you can opt for different types of storage, including customized private clouds that are suitable for midsize and small businesses. A private cloud demands an IT professional on staff, while the public cloud is hosted and maintained by a third party. Public cloud storage is accessible with a variety of features. File workflows can be easily tracked and managed with explicit versions because all files are accessible for editing. All options for document management will help with productivity by axing “organizational drag.”
Cloud-based document management systems are available for both public and private setups. After considering these options, you can choose the one which best suits your organization’s specifications.