Document Management is one of the things that makes your organization organized...
Document management is likely something you would be happy to forget. On one hand, your documents are what make your business go, but on the other hand there are more exciting aspects of running a business. If you’ve been wondering about ways to get a better handle on your organization’s documents, consider taking a closer look at what document management is, and how it can make your business run more smoothly.
What Is Document Management?
Document management is a process that manages the capture, storage and retrieval of a business’s documents. These are tasks that companies already perform, but a document management system makes it a more organized process that helps streamline the workflow of this process.
Where Do Documents Come From?
Documents come into your office in both paper and electronic forms. The invoice you receive from your vendor is one type of document, but just one of many. You will also have electronic documents, faxes and paper mail to consider. Not to mention all of the documents, spreadsheets and emails you create on any given day. Sometimes, such as with an online order and paper invoice, you have multiple types of documents connected with the same action, and these need to be stored together.
While it may seem simple to just stick everything in a file, what happens if there is a problem? Would you have all of the documents necessary if, for example, you had a problem with a vendor order to get the necessary refund, or are some of those documents stashed in a cabinet in one department, while others are properly filed and still others are on your computer somewhere? Wow ? where do you even start?
As you can see, document management can get complex quite quickly. With just one order, you may have an emailed order, online receipt, paper invoice, contract for purchase and delivery acceptance note. Without document management, these papers, which are all important, could be stashed here and there in various areas of your business.
Managing all of the files that you use to run your business is time consuming, at best, and a tremendous headache at worst. That is where a document management system comes into play.
How to Implement Document Management
Electronic document management systems will capture files and then organize files and documents in a way that is logical and streamlined. Paper documents are first scanned so they can be stored electronically, and then indexed in a variety of ways, such as by department number, purchase order or even customer or vendor. This allows quick access to a particular document when it is needed for an important decision.
Unlike paper filing systems, electronic document management allows multiple departments to access to the same files. Instead of having to find the file cabinet where the particular piece of paper is filed, employees can simply log on to the system, use the index to search and pull up the documents they need. Time is saved and the overall operations for the business are streamlined.
Electronic records management also limits the possibility of losing documents. All documents are stored securely in a digital repository, and people are not spending hours searching for a particular file, which may or may not be where it is supposed to be. This allows your workers to be more productive and provides your customers with a better overall experience. These two facts alone make electronic document management well worth considering.
If you have been toying with the idea of converting to a digital document management program, and are finally ready to make the switch, talk to FileSolve. We are ready to help you learn more about electronic document management systems.