Data is an integral part of just about any form of enterprise or establishment. However, with growth and constant development as essential goals of every establishment, managing resultant volumes of business data can be time-consuming and challenging.
Having an automated solution that provides ways of sorting through the silos of information helps with better organization and robust efficiency.
Today, modern technology has made control over data and document management easier and more reliable.
In this article, we explore ways by which the application of technology could aid the simplification of your document management process:
Ways Technology Could Aid Document Management
Manual handling of documents can be daunting especially as an organization expands. Not only is it time-consuming, but it also reduces the efficiency by which organizations function. Luckily, constant evolution in technology has made it such that better data management systems are in place to deal with volumes of data gathered over time.
Here, we examine some of the benefits of technological advancements in the place of document management.
1. Efficient and Convenient Retrieval
The construction industry is often characterized by remoteness. It involves a great deal of fieldwork and variation in location. So, having unrestricted access to relevant data or documents increases work efficiency.
However, accessing or retrieving the right data from layers of physical documents can be very difficult because, ultimately, they have to be always within reach.
Having a document management system in place allows better management and easy retrieval of files within time. By organizing files in various convenient orders, you get access to even your oldest files.
Most documents management tools are designed to be compatible with mobile devices and computers – thus making remote access simpler. The majority of these systems are equipped with features that make them compatible with various operating systems and interfaces such that you can easily interact with the systems through various devices. It can also leverage how you provide an omnichannel experience to customers.
2. Doubled-up Security
Every organization out there understands the value of keeping all relative data safe and secured. In like manner, handling sensitive data and confidential information on both the company and clients involves extra efforts – as failing to keep them under the watchful eyes could result in various complications that could invariably be detrimental to the company.
Using a document management software ensures that your documents are safely stored and secured. These systems are built with various features that enable the encryption of the files present and placing limits on access control. As such, entry and access to the files are restricted to authorized parties. For example, with more people working remotely, work data is more vulnerable to cyber threats.
Some of these systems enable advanced layers of security such as the two-factor authentication (2FA) which requires multi-layer verification before access to files are given. Hence, the security of your documents is optimally handled.
3. Documents Transformation
There are many types of document management systems. For instance, the construction industry has a lot of metrics and evaluation involved. As such, making adjustments to calculations and other forms of information is not uncommon.
However, making corrections when a paper filing system is in use can be taxing and cost-ineffective. Using a physical copy for corrections means you have to make more copies or newer prints upon changes which you’d agree can be costly.
Employing the effectiveness of an automated document management system enables you to easily make corrections and changes without hassles. With these systems, you can generally transform your documents simultaneously with lesser efforts.
Some of the best document management system features to be enjoyed using the automated form are:
- Proper and instantaneous backups of files and documents when adjustments are made to avoid losses. This is so because physical copies stand the risks of being damaged or lost. In some other cases, even computers get broken down or damaged, thereby resulting in losses. Hence with cloud support a feature of these systems, documents are backed up in time.
- Tracking changes are effectively conducted. A standard document management system allows you to track changes made by others on the documents for audit and other administrative purposes.
4. Optimizing Storage Facilities
Files and papers can be burdensome as they multiply. They have a way of turning offices into maximum storage spaces. Sorting through them and putting them in order can be challenging over time – which in the long run affects the timely efficiency of operations within the organizations.
Allowing a digital tool such as a document management system takes its place gives you more flexibility over organization and effectiveness, stressing the importance of having digital asset management solutions. With document management software in use, you get to scan all documents and reorder them according to their importance.
These systems allow you to move files to archives and by creating a customized categorizing property, you get to associate each file with its peculiarity and properties. As such, documents that need to be retained as hard-copies are stored in less-intrusive places such as vaults while the digital copies remain within reach.
Also, the majority of these systems are integrated with optical character recognition (OCR) which enables the indexing of full-text documents for easy browsing. These are only some of the useful features you should watch out for when looking at a list of document management systems.
5. Improved Collaborative Efforts
The effectiveness of collaborative efforts is determined by a number of factors of which access to the relevant data and communication plays important roles. However, sorting through multiple files manually can be time-consuming and ultimately reduce remoteness.
In effect, studies have shown that one of the links to productivity challenges is due to the fact that 83% of workers recreate documents because they could not be found. Hence, using a document management system allows the organization of documents in a single but mobile position such that the relevant files are easily viewed and accessed in various locations.
By providing a communication interface that allows comments and file sharing, teams are able to communicate effectively – thus enhancing collaborative efforts. They also aid transparency in filing systems such that changes made are viewed by all with access to the system.
6. Version Control
In cases where various versions of the documents need to be created and controlled, it is vital to put an identification system in place for proper recognition. Using an automated documents filing system gives order to this section.
By creating an indexing form, various versions are easily traced and identified. For audit purposes, these systems are equipped with access control tools that allow the users to identify the tracking information such as the date created, the time, the user and other relevant information.
Based on a study on paper filing systems, an average office was noted to spend about $20 on filing a single document. Though in bits, this system of document management looks inexpensive but in the long run, they have been found to be costly when accumulated.
Using a document management software helps avoid the misfiling of documents that could cost you. They help you with managing your businesses’ time and money by saving costs on ink, paper, and other physical materials by cutting down on printing and physical storage systems.
If you are looking for options, you can check out this list of 10 document management software reviews to compare solutions and help you figure out how you can find the tool that fits your needs.
Why Your Business Needs a Document Management System?
Though the traditional filing process has been an effective method for ages, constant technological evolution has made the organizational landscape a dynamic one. As such, gaining an edge in the competitive environment and keeping up with the demands of growth means that organizations have to adapt to digital systems.
Using an automated document management system allows the effective handling of documents at every organizational level especially for the construction industry known for the volumes of information used for functionality. This ultimately gives organizations a better system at handling documents for optimal functionality within and without.