Before you can fully appreciate all the things a document management system could do for your business, you need to know precisely what you're working with. Sit back, relax, and let us explain all the details!
Savvy Systems
A document management system is, more or less, exactly what it sounds like: a system of solutions designed to address issues in your document workflows. The great thing is that these solutions aren't "one size fits all." Instead, they're tailored to your specific needs, helping you take a document through every stage of its life-cycle without any interruptions, inefficiencies, or security problems.
Document management also enables you to limit your reliance on paper. Letting you switch to digital tools like cloud storage that save money, improve efficiency, and allow you to rest assured that your data is safer than ever.
What Do They Do?
Here's a quick look at what document management systems are capable of!
#1: Organization
Document management systems are smart. They can be used to keep track of all different types of files: contracts, marketing materials, and internal memos. Allowing you to organize them based on rules you set. That way, everyone can access exactly what they need whenever they need it.
#2: Communication
When files are organized according to simple naming conventions, stored in easy-to-access locations, and protected with tools like version control, it's easier than ever to make sure everyone is on the same page.
#3: Security
Another thing document management systems excel at is security. By improving your habits both online and offline, automating certain parts of your workflow, and helping you utilize online tools safely and efficiently. Document management boosts security in every corner of your company.
3 Reasons Why It's Time for a Document Management System
Handling documents takes time, from searching for the right one, to figuring out a filing system, to sending and receiving invoices. Digitizing your document practices can save a ton of time overall, but Document Management takes your practices to the next level. Here are a few reasons why it's time to add Document Management.
It's Time for Organization
Document Management securely stores your digital files in the cloud, creating a central repository for all your documents. From there, you can easily store, track, and find the documents you need. You have endless options for storage and filing, and you can search by file type, keyword, date of access, or even by words in the document (thanks to advanced OCR technology). The overall effect is better organization. And better organization means better time management.
It's Time for Control
It's easy to feel vulnerable in today's business. There are compliance requirements to keep in mind, hackers to worry about, and profits and losses to consider. Document Management gives you a bit more control within the chaos. Your documents are kept secure, and you can control different aspects of those documents -- for example, who can access or edit particular files, or by being able to see every change made to a document and who made the changes.
It's Time for Savings
Document Management offers savings, period. Time savings, money savings, sanity savings. It truly is one of the most effective ways to revolutionize the way you handle documents. Having a more effective means of working with all of your various documents boosts productivity in every sector of your business. Collaboration is simpler, keeping track of sensitive documents is easier, and, since all types of formats are supported, staying centralized and consistent is a reality.
So that's what document management systems are--now, what can they do for you? Contact us today to see for yourself!