Digital transformation is here to stay and no business is excluded. Organisations of every size must prepare for the digital era and that begins with effective document management. Long gone are the days of paper-based document storage. Today’s solutions offer a way for organisations to streamline their operations, automate areas of document management and meet security and compliance requirements.
Document Management Systems (DMS) are specialised tools that will vastly improve the way documents are stored and accessed across your organisation. Given that employees, on average, waste two hours every day searching for the right document, there are a lot of potential time-savings to be gained. Not to mention a decrease in stress – there’s nothing more frustrating than searching for urgent information in a pile of paper documents.
Benefit from a productivity boost! Managing documents is one of the biggest obstacles to improving productivity, because your employees cannot effectively collaborate on documents when they’re offline or siloed on a desktop. Version control becomes an issue. A DMS removes these challenges, by providing a single platform where everyone can create, send, store, manage and edit documents. Especially when the DMS integrates with other tools like an ERP (enterprise resource planning) system.
Compliant and secure
Businesses must also navigate a plethora of compliance and security legislation such as GDPR (The EU’s General Data Protection Regulation). This is extremely difficult to manage when using a paper-based system or disparate storage on local machines, but with a DMS, you can rest assured that your documents and any sensitive information are secured. Because documents can be retrieved and organised more readily (dependent on access permissions), it also makes audit preparation much simpler.
Automation and remote working
Using a DMS also allows for automation of manual and time-consuming processes like approving invoices or holiday requests, giving a better employee and vendor experience. Intelligent indexing can find key information on scanned paper, PDF files, email attachments and more, which removes the need for someone to manually sift through numerous files to input the data.
Finally, it ties into the rising trend for flexible and remote working. As employees (with the right credentials) can access documents as and when they need, on any device and from any location.