The document management system that you choose for your business has a vast amount of impact on how your workflows are set up, the responsibilities of your employees and more. It's a choice that should be made with these innovations in mind that make this process so efficient and user-friendly.
Mobile Applications for Documents
Most cell phones today have access to a wide range of apps that can help your employees to be more productive. Apps are available that can take pictures of a document and then scan them into the system. You can scan in pages and then put them into Dropbox as you would when using a laptop or desktop computer. Using apps to make it easier to do work on the go can also help to keep your document management system updated and ready with the company's scanned documents.
Indexing of Your Documents
A big part of today's digital document management systems is getting everything scanned into your network and then to dispose of the paper copies appropriately. The second part, however, is just as important. The files that you've created, scanned and placed into the network aren't usable if they aren't indexed properly. Placing thousands of digital files into one large grouping will make it hard for any employee to find the files they need, wasting their time and making them less productive. However, automatic indexing of these files will sort and store them according to your parameters. This makes them all easy to search for and to find.
Using the Cloud
Moving your digital files to the cloud comes with a host of important benefits. This often makes it easier to access the needed files and keeps them safer than storing them in your network without a cloud backup. Using the cloud is easy to teach to your employees, and it's easy for them to do what they need to with the company documents. It allows for flexibility, ease of use and an added layer of data security. It's also perfect for businesses that are growing rapidly or are already large.
If you're ready for your business to use a better digital document management system, contact us to find out how to get started with better storage and more security for your data.