Document management is an important facet of operating a business, and as such, the ways in which a business chooses to handle its documents can impact workflow and productivity significantly. When important documentation is mismanaged, lost or forgotten, business operations can be brought to a halt in a scramble to locate the vital data contained within. On the other hand, good storage practice and easily accessed documentation can dramatically improve productivity nearly across the board.
Physical documents have always posed a challenge for accessibility and secure storage, and are often damaged, misplaced, or improperly stored. Worse yet, physical documents can pose a significant security risk when storing valuable data, and as a result, many businesses have begun limiting or eliminating physical documents from their documentation process altogether.
Electronic document management and storage solutions have seen huge improvements in recent years, and digital storage strategies can reduce or even eliminate many of the common issues associated with document management. Digital management solutions provide access to a bevvy of benefits not available to more traditional methods, and below, we’ll look at a few of the most convenient advantages available to these technologies.
1. Digital Management Solutions Integrate Easily with Already Existing Core Business Technologies.
Adopting a new business technology often comes with its fair share of growing pains and initial difficulties. Workflows are often impacted negatively in the short term as managers and employees alike learn to operate new programs.
Thankfully, electronic document storage solutions are designed to avoid growing pains altogether. Upon implementation, these technologies can automatically be integrated into an already established workflow. Modern document management technologies can easily access core business applications such as a variety of Microsoft services, among others, without employees needing to change any of their own working habits.
Following integration, documents can automatically be located upon completion and stored in the correct format and location. The automated nature of electronic document management technology allows it to function behind the scenes without interrupting employees workflow and ensures that documents are always secure, and never misplaced.
2. Scan Physical Documents Directly Into the System
Converting physical documents into high-quality digital versions of the same document used to be quite a hassle. Upon scanning the document, employees would have to locate it on their computer, check the quality, and move it to the correct digital location.
Building on the automated power of modern electronic management solutions, documents can now easily be scanned directly into the document management technology. Upon successfully scanning the document in question, employees can continue with more important business as the system will automatically manage the newly digitized document, storing it securely and ensuring no errors were introduced in the scanning process.
3. Intelligent Document Searching Capabilities and Improved Accessibility
Searching for documents in a digital system is an almost effortless process. Whether you choose to search by date, title, or keywords, the system can intelligently locate the document and provide instant access. Expanding on accessibility, digital solutions can take advantage of cloud technology, ensuring that vital documents are always available no matter where in the world you need to access them.
4. Improved Security
As previously noted, physical documents often represent a significant security risk due to the nature of the valuable data they may contain. Although no security implementation is absolutely flawless, digital management solutions provide the best security available today. Documents can automatically be stored password protected, access to specific documents can be limited to specific individuals, and data can be stored encrypted in order to secure vital information in the safest way possible.
The examples above represent only a few of the most immediate benefits available to a business considering adopting a digital management solution. The possibilities are endless, and electronic document management systems can easily be customized to fit any business’s specific needs. Every day these systems are improving, and business’s adopting these technologies are bound to see the benefits almost immediately.