How Document Management Helps Business

How document management systems help businesses
7 MINUTE READ

How Document Management Systems Help Business

Document management is not a new trick and has been proven through the years to make things easier for businesses. The automation of your filing process is an excellent way to relieve your employees of a significant amount of work, regardless of whether you work for a small or large company.

Businesses benefit from well-maintained document management systems by avoiding lost, disorganized, and inaccessible files, expanding their work environment, preventing workflow bottlenecks, and reducing security and compliance risks.

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SKIP THE LINE:
Prevent Lost, Disorganized, or Inaccessible Files
Support Remote Work Environments
Avoid Workflow Bottlenecks
Less Security and Compliance Risk
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Prevent Lost, Disorganized, or Inaccessible Files

A document management system (DMS) is typically used to track, store, and manage documents within a company. By moving paper files to an electronic system operated by the cloud, there is a reduced risk of loss. Even if the system within your company goes down, a high-quality DMS will still be available through the provided digital portal. In this online portal, you can access and share files quickly and efficiently.

Support Remote Work Environments

In today’s business world, there are many businesses operating partially or fully remote. Document management systems assist these companies with ensuring all documents are accessible to each employee, regardless of their location. It does not matter whether your employees are working from home or traveling to meet clients each day, they will have quick access to the most up-to-date information.

Documents can also be uploaded from multiple sources and locations including multi-functional printers, production scanners, email servers, web forms, watched network directories, or other external data sources. Document capture automation software also captures, validates, and classifies high volumes of documents and converts valuable data into digital information and insights. In addition to capturing document data, automation allows you to share it through designed pathways to ensure business processes are accurate, productive, and efficient.

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Avoid Workflow Bottlenecks

Avoid bottlenecks within a business with a reliable DMS. In addition to the cost saving features of the software, we have seen employee productivity greatly improve without tedious tasks. The primary paper file workflow issues that we have seen while working in the industry include:

  1. Expensive Physical Storage Space
  2. Working with the Wrong Version of a File
  3. Lag in Employee Productivity

Maintaining physical storage space for files can take a toll on the bottom line of your business. Files, filing cabinets, employee maintenance, overflow space, cleaning, and more can create a large dent in the annual budget. In contrast, if you take half of that budget and convert all files to digital, you could save thousands over time. A significant amount of time will be required away from business operations to handle this in-house. By utilizing a trained document management company and an easy-to-use software system, this conversion can happen quicker than you would think.

Related Article: Locking Down Your Online Storage: Are Online Documents Really Safe?

Less Security and Compliance Risk

Safeguarding sensitive documents and data is of the upmost importance to a successful business. Document management services offer added protection to ensure customer data is not accessible to anyone outside of the approved staff.

Square 9, for example, provides business compliance software that keeps documents compliant in even the most complex industries. There are features within the software for healthcare facilities to maintain HIPPA compliance, businesses with financial transaction capabilities to remain SEC and FINRA compliant, and even to secure legal electronic signatures. Overall, risks are decreased with an electronic and well-managed paper trail.

Looking to automate your business process? The good news: it doesn’t have to be particularly hard or disruptive. Simplify common business tasks by scanning and digitizing business-critical documents, such as invoices, sales orders, tax records, human resources files, and more. Allowing your team to spend more time with customers and on high-value projects that enhance your bottom line.

Start easily with pre-built solutions. Unquestionably, with proven workflows for capturing your business content, you’ll manage your business information more securely and efficiently. Subsequently, helping you cut costs and increase productivity.

Want a customized solution based on your needs? Not quite sure where to go from here? Let the experts at Ford Office Technologies give you a hand at 1-800-633-3673 or by emailing info@fordtech.com

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