If you’re using the file cabinets, a folder on your computer, or an online storage service like Google Drive, managing a large amount of documentation isn’t easy and inefficient. Employees are expected to spend more than 2.5 hours a day searching for critical information to their jobs. The chaos of paper documents can be stress-inducing and overwhelming.
Fortunately, organizations can solve this problem by moving to an online system for managing documents. A computer system can help them eliminate manual workflows and streamline document processing while providing an internal channel to collaborate with remote teams.
The most effective document management software automates a lot of processes. This includes taking inincoming files via scanners or emails and routing them based on pre-defined rules. This lets employees focus their attention on more important tasks. They also offer a range of tools to improve accessibility to documents and improve their organization and control of versions. This tracks edits and allows you to roll documents back to previous versions. A powerful search tool lets users narrow their search results based on document type and index values. Keywords, full-text and keywords are also beneficial features.
The best document management solutions offer redundant data storage so that your company can access crucial information even if servers fail or a natural disaster strikes. Many document management systems are also fully mobile, so that employees can work from home or at their desks on the go with a web browser or an iOS/Android application, and also offer options for integrations with accounting software, enterprise resource planning (ERP) applications, and many more.
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