Organisations currently are under immense pressure to reduce costs, increase productivity and enhance security simultaneously. Whatever be the size of your organisation, from a small home office to a large corporation, there would be an existing document workflow based on the present technology, available resources and individual practices. The routine your document workflow follows, both manually or digitally, can often be cluttered with inefficient security measures or paper processing that takes a lot of time. As per BakerHostetler Data Security Incident Response Report, it takes approximately 25 hours to recreate a lost document. So, the question you must be pondering right now is your document workflow efficient? Adopting a Document Management System is a great way to help you identify the inaccuracies of your current workflow as well as provide a cost-effective and secure practice for the future. Creating a well-groomed document management system means striking a balance between paper and digital files, and ensuring that every information is properly categorised and reaches its ultimate destination.
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Here are the three major markers that you need to watch for to create a smooth document management system.
Document Workflow
At its core, document workflow is the trail your documents and files follow to reach to its specific destination. Companies are now able to quickly and productively use critical information in their business processes by utilising robust solutions and reducing the dependency on paper. Owing to this, organisations are now able to:
Automate work by employing rules on document-driven processes
Monitor and create efficient, flexible, and secure rules for these processes
Enhance productivity and accountability among the departments
Distribute documents and ensure workload balancing
Document management solutions can help to fully digitise your physical records into a structured and accessible environment. By controlling the way you move your documents, you’re not only increasing the efficiency of the overall business processes but also accelerating the different workflows.
Document Capture
Paper is still an essential part of many organisations’ general work routine. When adopting a document management system for your company, the first action would be to capture the documents. An effective Document Capture solution can help companies to:
Minimise manual scanning or indexing by capturing information from paper and converting it into electronic documents, editable PDF form, etc.
Sort and categorise documents automatically, filling different fields and creating folder paths
Drop documents in electronic format into repositories for easy storage and quick retrieval
Refine the quality of scanned documents
Converting all documents into full-text assets for future search
The ability to capture, store and retrieve documents from different sources also helps in improved collaboration and better workflow monitoring.
Document Security
Every business, big or small, has to deal with classified information of some kind; be it financial records, sensitive legal data, etc. With information constantly travelling across the office, both physically and digitally, questions are regularly raised on the security of documents or office equipment.
Organisations understand that intellectual property and their confidential information are the lifelines; any tampering with the data can harm both your company and the client. A powerful document management solution is the one that:
Ensures documents are protected from unauthorised access
Redacts confidential information
Encourages long-term document preservation
Automatically moves documents to an offline archive if not needed
Hence, your document management solution should be able to create customisable confidentiality rules, where you can identify which workflow a document can be part of, grant permissions rights to certain users and help you choose what the users can or cannot do with the information.
Creating a smooth document management system may look like jumping over a lot of hurdles, but the result is sure to bring you relief. When your document management is aligned with the overall business objectives, it will positively impact your business, the clients and ultimately, your company’s bottom line.
