Whether you’re using the file cabinets, a folder on your computer, or an online storage solution like Google Drive, managing a massive amount of documents can be difficult and inefficient. Workers spend more than 2.5 hours a day searching for vital information to do fulfill their duties. The chaos of paper documents can be stressful and overwhelming.
Fortunately, this issue can be resolved by switching to an online document management system. A system that automates document processing and eliminates manual workflows can be used to help organizations collaborate with remote teams.
The best document management systems automate many processes, including the collection of files from scanners or email attachments and routing them according to set rules that are pre-defined, which frees personnel to concentrate on more important work. They also offer a range of features that improve accessibility and organization of documents like version control which keeps track of changes and allows you to roll back documents to earlier versions. A robust search tool allows users to narrow their search results based on document type and index values. Keywords, full-text and keywords are all useful features.
Furthermore, the best document management solutions offer redundancy for data, so that even if one server goes down or a natural catastrophe strikes your company, it is able to access vital information. Many document management systems are also mobile-friendly and allow employees to work in the office or on the go using an internet browser or an iOS/Android application, and offer options for integrations with accounting software such as enterprise resource planning (ERP) applications, and more.
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