Move to an Online System for Document Management

Whether you’re using files cabinets, a folder on your computer, or an online storage solution like Google Drive, managing a massive amount of documents can be a challenge and inefficient. Employees lose over online system for document management 2.5 hours each day looking for data that is crucial to their job and the clutter of paper documents can be overwhelming and stressful.

Fortunately, companies can address this issue by switching to an online system for managing documents. A computer system can assist in eliminating manual workflows, and streamline document processing, while also providing an internal channel to collaborate with remote teams.

The most effective document management software can automate a variety of processes. This includes taking inincoming documents through scanners or email and routing them based on defined rules. This allows staff to focus their attention on more important tasks. They also provide a wide range of features that improve document organization and accessibility including version control, which keeps track of edits and lets you restore documents to earlier versions. Other features that are useful include a robust search tool that lets users to narrow their search according to document type, index value keywords, and full-text.

Furthermore, the best document management systems provide redundancy for data, which means that even if one server goes down or a natural catastrophe strikes your business, it can access vital information. Many document management solutions are also fully mobile and allow employees to work at their desks or on the go with an internet browser or an iOS/Android app, and they offer options for integration with accounting software and enterprise resource planning (ERP) applications, and many more.

Written by Roberto Contreras