If you’re using files cabinets, a folder on your computer, or an online storage service like Google Drive, managing a huge amount of documentation can be challenging and inefficient. Employees spend more than 2.5 hours each day looking for information that is critical to their job and the mess of paper documents can be overwhelming and stressful.
Fortunately, organizations can solve this problem by moving to an online system for managing documents. A system that automates document processing and eliminates manual workflows could be utilized to help companies collaborate with remote teams.
The best document management software streamlines a number of look these up processes. This includes capturing new files via scanners or emails and routing them based on predefined rules. This allows employees to concentrate their attention on more important tasks. They also provide a variety of features that improve accessibility and organization of documents like version control that keeps track of changes and allows you to restore documents to earlier versions. A powerful search tool allows users to narrow down their search by the type of document and index values. Keywords, full-text and keywords are all useful features.
The top document management systems offer redundancy of data so that your company is able to access vital information even if servers fail or a natural catastrophe occurs. Many document management systems are also fully mobile which means employees can work in the office or at their desks on the go with a web browser or an iOS/Android application, and they provide options for integration with accounting software as well as enterprise resource planning (ERP) applications, and many more.
