Smaller firms and early-stage startups sometimes vacillate between a hint and a mountain of disorganized document management, while medium- to large-sized organizations understand the benefits of a solid document management system.
Some people even assert that it inspired them. However, the fallout from untraceable documents may end up being a bigger issue. For this reason, you require a top-notch Document Management Solutions.
1. Documents can be easily accessed
The latest version of a file may become disputed at some point when it is being circulated by employees left, right, and center. At that point, a game of “find the right file” begins in which participants search through each other’s mail chains, their IM histories, and even the locations where the documents were created to locate the missing file. Or, perhaps even worse, the correct file was lost due to a virus, corruption, or simple inattention. You have control over the document with a Document Management Solutions that includes automatic file versioning, metadata, custom metadata, and an audit log.
The process owner is clearly defined and identified, and everything is within reach. Finding the file will take no time at all, and audit records will show who had access to it and when and how much.
2. Document Security
With every document in the system, security may not be the first priority, but with modern cyber security, you are only as strong as your weakest link. It is impossible to regulate who accesses a document and when it is dispersed across multiple devices.
A secure Document Management Systems and solutions is there to safeguard you as a result. You control how much access each person has to each file. Your files are completely secure because of the 256-bit bank-level encryption safeguarded by Google’s two-factor authenticator.
Additionally, you gain the following benefits:
- Theft of data while in transit (owing to SSL encryption)
- Recurring backups
- Retention period for files
- Emergency recovery (triple backup)
- Secure, encrypted storing
- Approval of documents in series or parallel
3. You do not use physical records
This is a true lifeline for some organizations, such as accounting and legal difficulties. You can simply digitize your documentation and rely on an industry-leading OCR-search to help you find all of your files, even if they are in read-only forms like pictures, scans, or PDFs, rather than having to trawl through mountains of papers for every little item.
Without taking any printouts, you may construct a trustworthy thread to all of your important material with the right metadata, custom metadata, and related files. This reduces the amount of space, time, and storage you need and, most significantly, lowers your carbon impact.
4. You are reachable everywhere
Teams should be able to collaborate just by sitting next to one another. Nevertheless, we are in the era of the remote workplace.
You should be able to work as freely from a cutting-edge workstation as you would from a respectable smartphone with internet access thanks to collaborative capabilities and the fact that a competent document management system will provide you equal access wherever in the world. You may update your papers by email even in places with spotty internet connectivity, and the system will organize everything as it enters.
Additionally, you can edit live documents in real-time as if you were seated directly next to each other.
5. You’ll develop
The last thing a company wants is to be on the verge of growth only to have it thwarted by the mountain of paperwork that makes up your company’s past. All of these worries can be allayed by a document management system, which takes care of everything right away.
Even if you decide to go digital right now, the uphill task becomes easier with each document that is converted. Every file and document is arranged, accessible, and classified for expansion time.
You may have all the ease that comes with a solid Document Management Systems, such as MSA Business Technology, so you can concentrate only on getting to work.