Move to an Online System for Document Management

Whether you’re using the file cabinets, a folder on your computer or an online storage service like Google Drive, managing a large amount of documentation isn’t easy and inefficient. Employees spend more than 2.5 hours a day searching for information that is critical to their job, and the chaos of documents on paper can become overwhelming and stressful.

Fortunately, this problem can be resolved by switching to an online document management system. A system that automates document processing and eliminates manual workflows could be used to aid 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 predefined rules, which frees staff up to focus on more pressing tasks. They also offer a range of tools to improve accessibility to documents and organize them such as version control, which tracks edits and allows you to roll documents back to previous versions. Other features business progress that are useful include a powerful search tool that lets users to narrow their search by document type, index value, keywords and full-text.

Furthermore, the best document management systems provide redundancy for data, which means that if one server goes down or a natural disaster strikes, your business can still access its vital data. Many document management solutions allow employees to work from their office or on the go with a web browser, iOS/Android apps and integrations with ERP applications, accounting software and more.