It can be a challenge to manage a lot of documents, whether you use file cabinets or a computer-based folder or an online storage system such as Google Drive. Employees spend more than 2.5 hours each day searching for data that is crucial to their jobs, and the chaos of paper documents can be overwhelming and stressful.
Fortunately, this problem can be resolved by moving to an online document management system. An electronic system can aid in eliminating manual workflows and simplify document processing while providing an internal channel to collaborate with remote teams.
The best document management software automate many processes, including the capture of new documents via scanners or email attachments and routing them according to predefined rules, which frees staff up to focus on other tasks. They also provide a range of tools to improve accessibility to documents and organize them such as version control, which tracks changes and lets you roll documents back to previous versions. Other useful features include a powerful search tool that allows users to narrow their search by document type, index values keywords, and full-text.
Top document management software solutions also provide redundancy of data to ensure that your company is able to access crucial information even if the server fails or a natural disaster occurs. A lot of document management systems are also fully mobile which means that employees can work at their desks or on the go with a web browser or an iOS/Android app, and they offer business progress options for integration with accounting software as well as enterprise resource planning (ERP) applications and more.