Move to an Online System for Document Management

Whether you’re using files cabinets, a folder on your computer or an online storage service like Google Drive, managing a massive amount of documents can be a challenge and inefficient. Employees spend more than 2.5 hours a day searching for the information essential to their work and the jumble of paper documents can become overwhelming and stressful.

Fortunately, companies can address this issue by implementing an online system for managing documents. A computer system can assist in eliminating manual workflows and simplify document processing while providing an internal channel for collaboration with remote teams.

The most effective document management systems automate a range of processes, such as the capture of new files from scanners or email attachments and routing them according to predefined rules, which frees personnel to concentrate on other boardroomworld.blog/how-to-start-the-working-environment-with-data-room-for-real-estate/ tasks. They also have a variety of features that improve accessibility to documents and organize them such as version control that tracks changes and lets you roll documents back to previous versions. A powerful search tool lets users narrow down their search by the type of document and index values. Keywords, full-text, and keywords are also beneficial features.

Furthermore, the best document management systems provide redundancy for data, so that if one server goes down or a natural disaster hits your company, it will be able to access the vital information. Many document management systems are also mobile-friendly which means that employees can work in the office or at their desks on the go with a web browser or an iOS/Android application, and also offer options for integrations with accounting software and enterprise resource planning (ERP) applications, and many more.