If you’re using the file cabinets, a folder on your computer or an online storage solution like Google Drive, managing a huge amount of documentation can be a challenge and inefficient. Employees spend over 2.5 hours per day searching for critical information to accomplish their tasks. The jumble of paper documents is also stress-inducing and overwhelming.
Fortunately, this issue can be solved by switching to an online document management system. A computer system can assist in eliminating manual workflows and streamline the process of processing documents, while providing an internal platform for collaboration with remote teams.
The best document management software automate many processes, including the collection of documents via scanners or email attachments and routing them according to set rules that are pre-defined, which frees employees to concentrate on more pressing tasks. They also provide a wide range of features that improve document organization and accessibility including the ability to control version which keeps track of changes and allows you to roll back documents to earlier versions. A powerful search tool lets users narrow their search based on document type and index values. Keywords, full-text and keywords are all useful features.
Top document management solutions also provide redundant data, so that your business can still access vital information even when the server fails or a natural disaster strikes. Many document management solutions are also mobile-friendly, so that employees can work from home or work from their mobile devices using a web browser or an iOS/Android application, and also offer options for integration with accounting software, enterprise resource planning (ERP) applications and more.
