Electronic document management systems seem to be the new standard for many businesses. This is for a good reason too. There are plenty of benefits that come with using a document management system like this. There are plenty of reasons that your company should transition from old file folders and into the digital era.
This is one of the most apparent benefits of using a document management system. It puts all of your files in one place. If an employee needs to find a document, anything they might need is in one place. They don’t have to worry about searching for a physical file or even being attached to a single device. The Quality Mag will explain its benefits to you here at – https://www.qualitymag.com/articles/93752-benefits-of-centralizing-your-operations-with-a-document-control-system.
Centralization makes sure that an organization’s members can access what they need from wherever they need it. This is also a great benefit for companies that are mostly or entirely made up of remote workers.
2. Control Over Who Sees What
When there’s a stack of files sitting around the office, there aren’t too many things stopping an employee from sneaking a peek. Unfortunately, when these documents contain sensitive or otherwise classified information, this can pose quite the security risk.
If a company is using an electronic document management system, they can control who gets into that system. Just like for other management systems, business owners can lock access to documents through passwords or role-based access controls. For example, a company could require an employee to have management credentials to unlock files. Then, any employee without those credentials can’t get into the program.
3. Streamlined Documentation
When a whole company is creating and saving documents, it’s easy to stumble into a confusing mess of replicated files. This is especially problematic if you have multiple people editing the same file. This can make it easy to get confused over which copy is correct and which ones are dated.
A document management system can help consolidate these documents by flagging duplicate files. This can reduce clutter in the system and help any member accessing the files stay on the same page. In addition, it saves a lot of time compared to manually combing through files. Let’s explore why streamlining documents is helpful for your business on Quora.
4. Find Files Faster
In business, time is everything. The longer someone takes on one task, the profit they’re losing from working on another task. This means that if an employee has to take 20 minutes to filter through physical files or unorganized, local computer files, it takes up time that could be dedicated to other tasks.
This is why document management systems have a search function. You can also often use tags or keywords with the documents in the system. In other words, they can be found without necessarily remembering the file name word for word.
5. Collaboration Is Simpler
One of the biggest benefits of document management systems is that they aren’t locked into a single device. As discussed before, this offers access to the file system from any device so long as the person accessing the files has the necessary credentials.
The best scanning solutions will allow multiple users to open and edit files as needed. This is a great way to allow several users to collaborate on one file. This is particularly helpful since multiple files don’t need to be created, and users don’t have to wait until one person finishes and send a copy off. In many cases, these users can even edit documents simultaneously if needed.
6. Document Creation
It isn’t just file storage that a quality electronic management system offers. Instead, it also helps with file creation. This usually includes a number of handy features such as document templates, metadata management, and drag-and-drop function. This allows users to create documents in the program rather than only using it for storage.
This can also cut down on company costs too, without having to worry about paying for a management system and a document editing system. The last thing a document management system should have is greatly limited functionality.
7. Free Up Office Space
Any business can attest to the fact that a cluttered office is hard to work in. If a business receives clients in their office, it can also lead a bad first impression. The good news is that a document management system helps to reduce the physical files a company needs to keep on hand. Instead, most files can be kept in a digital form. This allows business owners to use that extra space for something more productive or even downsize to a more fitting office with lower rent.
8. Annotative Editing
Aside from direct edits, users of a management system can also leave smaller notes to one another commenting on the content of documents. This can include comments within the document or, for some systems, sticky note-style comments.
Functional details like this make collaboration much easier. This opens communication channels that make it easier to edit files without the need for additional and potentially costly systems. This also promotes productivity in the workplace because it, once again, saves time that could be spent on other important activities.
9. Cleaner Communication
The fact that users can collaborate on documents has already been covered here. What this leads to, though, is cleaner office communication as well. With direct points of contact like this, it’s possible to cut down on messier methods such as long email chains.
10. Regulatory Compliance
There are some industries that require businesses to keep records both in print and digitally. It’s much easier to meet these compliance measures when there’s a system in place to convert files between these states. These systems can help business owner scan in existing documents. Of course, they also allow users to print out physical copies of documents as well. Since the digital copies of the files are always in order, a physical copy can be printed out any time it’s needed.
11. Archiving Documents
In likelihood, a business needs to keep track of records that they might not be currently editing. This could include past financial records or client history. These should be kept somewhere that they’re safe and can be easily retrieved. With a system like this, it’s a breeze to scan in old documents so that they’re always on hand.
From there, these archived documents can be accessed the same way current files in the system are which makes sure the company stays on track. This is done through the use of optical character recognition or, simply put, the contents of the document are scanned, indexed, and can be searched. You may go through this educational video process and learn its implementations.
12. Physical Security
Finally, electronic systems save business files from any physical damage as well. A stack of paper files can be damaged in a multitude of ways. Paper is a fragile material, and if it’s faced with a natural disaster, a fire, or even an unfortunate spill, it can get destroyed. If it has a lot of important information that isn’t backed up, it can cause a huge problem.
When an electronic system is in place, the integrity of the files is difficult to destroy. They aren’t kept on a central computer, so there’s no worry about if a computer is damaged.