How Document Management Solutions Improve Workflow

Businesses rely on paper to accomplish daily tasks—there’s no question about that. However, when it comes to dealing with the physical paper format, challenges often arise with the storing, managing, editing, and retrieving of this information. Fortunately, a document management solution will allow your business to transition to a digital environment that will drastically improve your workflows.

Whether it’s a hybrid approach or a fully-digital approach, document management is the solution to help evolve the way your business operates on a daily basis. Let’s take a look at exactly how document management will streamline and improve the workflows at your office.

Documents are easy to access at anytime 

Think about the last time you had to track down a physical document from a coworker. It probably wasn’t the easiest task to accomplish. A document management solution puts all of your documents into a secure, central location where authorized employees can access them 24/7. You can even utilize search tools to quickly track down specific documents based on keywords or date ranges.

Review, edit, and approve — without any headaches 

The back-and-forth that takes place during a review process with paper documents can be a real headache. Document management makes it easier for changes to be made in real time. Employees can simultaneously access documents from any location. For remote employees, this is an excellent tool that will help build employee engagement. Date tracking capabilities also make life easier whenever you need to look back at the timeline of a document.

Eliminate redundant tasks 

Filing away physical paper documents is a process that is made up of some very tedious, time-consuming tasks. Document management will streamline your workflows with automated file routing, file prompts, and progress notifications that will make the entire process transpire much faster.

Stay organized 

Organization is the key to high-quality workflows. Document management ensures that your documents are properly named and well organized within a centralized system. There’s also a notification system that will ensure all tasks are completed on time. Notification reminders are sent out automatically via e-mail based on the timeline of each specific project.

For more information on a document management solution that can fit the specific needs of your business, contact Infomax Office Systems today.

Why Investing in Document Workflow Solutions Makes Sense

Organizations have adopted new methods in order to stay ahead of the competition and to ensure that they take advantage of modern day technology—most of which is designed with efficiency and productivity in mind. Incorporating a document workflow solution is one such option. If your business is having problems with information workflows—and, as a result, time is being wasted on manual document processes—it’s time to consider switching to a document workflow solution. More and more businesses that produce a high volume of paper documents are using document workflow software, since it streamlines processes and adds a layer of security by keeping your vital documents safe.

If you’re on the fence, here are some reasons that may change your mind when it comes to document workflow solutions:

Greater Availability
Stop relying on hardcopies to get your work done. Document workflow solutions ensure your documents are available electronically 24/7. So, if your accountant wants to get a couple of hours of work in on her vacation, she’ll be able to access the files she needs without thinking ahead and packing paper files.
Better Organization
Document workflow solutions inherently rely upon electronic format of files. This ensures that staff can no longer say they can’t locate a hardcopy file. Moreover, they also can’t blame an inability to find an electronic file because of standardized labeling, storing, and retrieval patterns used when adding files to your electronic database.
Notifications to Stay On Track
Document workflow software allows you to set notifications to alert your staff when action is required on a project. When a deadline is missed, the staff member is notified that they are past due (and their superior can be notified as well). This holds staff accountable and ensures streamlined workflows.

Reduced Costs
By pushing forward your business process and streamlining workflows, document workflow software will save your company money. Whether it’s by reducing errors, completing projects on or before deadline, improving communication and availability of files, holding staff accountable, or something else, your company will realize real cost savings by implementing document workflow solutions.

If you’re interested in incorporating a document workflow solution to your business processes, contact Infomax today.