If you’re using storage cabinets, a file on your computer, or an online storage solution like Google Drive, managing a huge amount of documentation can be a challenge and inefficient. Employees are forced to spend over 2.5 hours each day looking for information that is critical to their work and the clutter of paper documents can be overwhelming and stressful.
Fortunately, organizations can solve this issue by implementing an online system for managing documents. An electronic system can aid in eliminating manual workflows and simplify document processing while providing an internal platform for collaboration with remote teams.
The most effective document management systems automate a range of processes, such as the capture of incoming documents boardroomworld.blog/how-to-change-bylaws-for-a-nonprofit/ from scanners or email attachments and routing them according to defined rules, freeing staff up to focus on more pressing tasks. They also provide a variety of features that improve document organization and accessibility such as version control that keeps track of edits and lets you restore documents to earlier versions. Other useful features include a powerful search tool that allows users to narrow their search results by document type, index values keywords, and full-text.
Furthermore, the best document management systems provide redundancy for data, so that if a server goes down or a natural disaster hits, your business can still access its vital data. Many document management solutions are mobile, allowing employees to work from their office or on the go with a web browser, iOS/Android apps, and integrations with ERP applications accounting software, accounting software, and more.