There are hundreds of articles that have listing tips for streamlining employee productivity. There is a wealth of advice available for all the companies and many companies fail to identify what is affecting their productivity in their own organization. Every organization faces “organizational drag” describing common productivity killers. Your organization’s structure plays a vital role in the productivity of the company. Author Michael C. Mankins, 20 percent of the companies productivity capacity, is lost to the organizational structures and processes.
Document mismanagement creates organizational drag. Companies store the shared documents on a server while employees keep their own files on their desktop. Companies store shared documents on a server whereas the employees keep their files on their desktop. Document management system is capable of solving any chaos of multiple departments working on one document.
Cloud-based document management systems are the best for dealing in document management software. Content management has also become a part of document management. Cloud management consolidates financial processes, including invoices and financial reporting. The real-time syncing will help eliminate the risk of having numbers.
These are the top seven advantages of having a document management system:
1. All documents in one place
Every department has their own way of storing documents. Processes, project progress and employee profiles must reside somewhere. Processes, project progress and employee profiles must lie somewhere. It is tough to create a repository with all possible categories like name, size, type, date, permission, status, author, etc. A document repository will allow for simple arrangement of multiple documents for any team and any category. The cloud-based document management acts as a repository warehouse for all documents within your organization.
2. Access from anywhere
Documents stored in physical hard drive or server, cloud document management software will allow employees to access files from anywhere from any location. In the current scenario, 60 percent of companies offer employees work-from-home options and remote access to files is essential for any business. For companies having 100 percent workforce from multiple offices, cloud document management is the only option.
3. Disaster-proof important files
There are stories about lost files due to water damage or an operating system failure. With a cloud document storage system you will be at peace of mind and there won’t be any need of any extra software to have routine back-ups.
4. Intuitive searching and sharing
With so much massive documentation going on every day it leads to unending piles of files and data. Find a particular piece of information buried in a big stack of data involves far more efforts than just a simple search. A document management software will make searching for a file in only a few seconds. The authorized person can search files by just submitting the file names, document content, tags, and full-text search. The permit based document sharing allows for cross-department collaboration without breaching any security norms.
5. Tagging and notifications
Assign employees to contribute to a specific file involves multiple emails and clarification. The tagging feature enables notification to each team member with one-click access to documents. With tagging, you can assign parts of documents to a specified employee in a simplified way. Tagging will alert the employees about the needed input. Adding context to your documents will provide users a brief note about the document. Create a digital folder for storage and retrieval.
6. Streamline document lifecycle management
Every document has its own lifecycle that may last days, weeks or years in length. Since the time a document is created, it passes stages like editing, versioning and archiving. The workflow system of most of the organizations is such that each employee touches the document before finalization. Document management makes sure these processes are followed hassle free and manages a single repository to make job management and file retrieving easier.
7. Preview with a click
Your mail is full of email attachments which requires you to download all of them and read them. With the preview feature in the document management software, you can click on preview and know the content of the mail for easy access. The preview feature is a time-saving feature as it moves with the approval process.
A DMS is different in scope and sizes depending on the size of the organization. The configuration differs from the small to large scale enterprises. Software providers have different ideas of timely launch. If you are planning to install a document management software during a project deadline check the time between the contract signing date and going live date.
Once you decide to go with a cloud document management system, you can choose from different types of cloud storage option. You can opt for a customized private cloud that will suit the need of a midsized or small business. A private cloud requires a trained professional within an internal IT department. The public clouds are hosted, managed and maintained on the cloud providers network. The public clouds are owned and operated by cloud service providers; therefore businesses don’t need a strong IT department for backend management. With the different options available document management can increase productivity by deleting organizational drag with version control and lost, inaccessible or unsearchable files.
Conclusion- Choose your cloud document management systems as per your organization’s configurations. After evaluating your options, you can go for a private cloud-based system or a public cloud-based system.