While a great number of office workers around the country struggle to keep up with vast quantities of paperwork, others have already embraced the technologies of document management software and business process automation. The sheer volume of paper required to meet everyday demands, regulatory or industry compliance standards, and records keeping can put a strain on limited resources. The negative effects of having too few people to handle too great a load can include missed deadlines, lost documents, and time wasted entering the same information into multiple applications.
Document management software solves all these issues and more, with solutions designed to give offices the tools they need to manage their information efficiently, and effectively. The benefits of this latest technology include:
1. Document Availability – Converting hardcopy documents into digital files for secure cloud storage, allows authorized users to access, edit, and share information as needed, from anywhere they have an Internet connection.
2. Time Management – Due dates, approvals, certifications and other important deadlines can be forgotten or delayed without adequate solutions in place. Integrated date tracking capabilities allow you complete each task in a timely manner, without the need for spreadsheets or time consuming auditing of paper files.
3. Eliminate Redundancies – Document management and workflow solutions eliminate the need to enter the same data into multiple applications.
4. Reliable Document Routing – Program your documents to follow a predetermined set of actions, with alerts to let employees know when their attention is required. If the action is not completed in the time allotted, reminders can be sent to keep everyone on track.
5. Increased Transparency – Document tracking assists with the auditing process, as each time a document is accessed, the user, time, date and action is recorded.
6. Document Organization – Document management software replaces less reliable methods of notification, such as sticky notes or white boards, and tasks stay organized and remain in view.
7. Cost Savings – With improved communications, streamlined processes, and the elimination of redundant tasks, employees can achieve more in less time—reducing costs while increasing production.
8. Enhanced Communications – Automated notifications keep all team members apprised of the status of each project, including required actions and completed steps.
The benefits of document management are clear: information is easier to manage, secure, and accessible, allowing your staff to focus on more important areas of your business. Contact us today to learn more.
P.S. Are you looking for ways to reduce your office’s reliance on paper? Download our free infographic “Top 6 Worst Documents to Print” and find out if your office is guilty of the most common printing mistakes.
