If you’re using file cabinets, a folder on your computer, or an online storage service like Google Drive, managing a large volume of documentation isn’t easy and inefficient. Employees lose over 2.5 hours each day searching for the information essential to their work and the clutter of paper documents can become overwhelming and stressful.
Fortunately, this problem can be resolved by switching to an online document management system. A computer system can help them reduce manual workflows, and streamline document processing, while providing an internal platform for collaboration with remote teams.
The best document management software automate a range of processes, such as the capture of documents from scanners or email attachments and routing them according to predefined rules, which frees personnel to concentrate on more important tasks. They also have a variety of features that improve accessibility to documents and organize them such as version control, which tracks edits and allows you to restore documents to previous versions. Other useful features include a robust search tool that allows users to narrow their search results by document type, index value Keywords, as well as full-text.
The top document management systems offer redundancy of data so that your business can still access vital information even if the server goes down or a natural disaster occurs. Many document management solutions are also fully mobile, so that employees can work at their desks or at their desks on the go with an internet browser or an iOS/Android application, and also offer options for integration with accounting software and enterprise resource planning (ERP) applications and more.
