Whether you’re using the file cabinets, a folder on your computer, or an online storage service like Google Drive, managing a large volume of documentation can be challenging and inefficient. Employees can spend more than 2.5 hours each day searching for the online system for document management most important information needed to perform their job. The jumble of paper documents is also an overwhelming and stressful experience.
Fortunately, this issue can be solved by switching to an online document management system. An electronic system can help them eliminate manual workflows and speed up document processing, while also providing an internal platform for collaboration with remote teams.
The best document management systems automate various processes, such as the collection of files from scanners or email attachments and routing them according to established rules, which frees employees to concentrate on more important tasks. They also provide a variety of features to enhance accessibility to documents and organize them and control of versions. This tracks edits and allows you to return documents to previous versions. A powerful search tool allows users to narrow their search down by the type of document and index values. Keywords, full-text and keywords are also useful features.
Top document management solutions also provide redundant data, so that your business can still access important information even if servers fail or a natural disaster happens. A lot of document management systems are also mobile-friendly, so that employees can work in the office or on the go using a web browser or an iOS/Android app, and they offer options for integrations with accounting software such as enterprise resource planning (ERP) applications and more.
