It isn’t easy to manage a large amount of documents, whether you use file cabinets, a computer folder, or an online storage solution like Google Drive. Employees are forced to spend over 2.5 hours a day searching for the information essential to their jobs, and the chaos of paper documents can be overwhelming and stressful.
Fortunately, this issue can be resolved by moving to an online document management system. An electronic system can help them reduce manual workflows and streamline document processing, while providing an internal channel for collaboration with remote teams.
The best document management software automate many processes, including the capture of new documents from scanners and email attachments and routing them according to established rules, which frees staff to focus on more important work. They also offer a range of features to improve accessibility and organization of documents such as the ability to control version, which keeps track of changes and allows you to roll back documents to earlier versions. A robust search tool allows users to narrow their search down by document type and index value. Keywords, full-text, and keywords are all useful features.
Furthermore, the best document management solutions provide redundant access for data, so that if a server goes down or a natural catastrophe strikes your company, it will be able to access the vital information. Many document management solutions allow employees to work from their office or while boardroomworld.blog/board-meeting-agenda-common-rules/ on the go using a web browser, iOS/Android apps and integrations with ERP software accounting software, accounting software, and more.