Whether you’re using file cabinets, a folder on your computer or an online storage service like Google Drive, managing a huge amount of documentation can be difficult and inefficient. Employees lose over 2.5 hours a day searching for data that is crucial to their job and the jumble of documents on paper can become overwhelming and stressful.
Fortunately, this issue is easily solved by switching to an online document management system. An electronic system can help them reduce manual workflows and streamline the process of processing documents, while providing an internal channel for collaboration with remote teams.
The best document management systems automate various processes, such as the capture of new documents via scanners or email attachments and routing them according to predefined rules, which frees personnel to concentrate on more important work. They also include a variety of features that improve accessibility and organization of documents including version control, which keeps track of edits and lets you restore documents to earlier versions. A robust search tool allows users to narrow their search http://www.boardroomworld.blog/board-meeting-agenda-common-rules based on the type of document and index values. Keywords, full-text and keywords are all useful features.
Top document management solutions also offer redundant data storage so that your business can still access crucial information even if the server fails or a natural disaster happens. A lot of document management systems are also fully mobile which means that employees can work from their office or work from their mobile devices using an internet browser or an iOS/Android app, and they offer options for integrations with accounting software, enterprise resource planning (ERP) applications and more.