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Document Management Systems Are Key to Remote Work

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Some industries have taken advantage of document management systems — a digital tool to track, manage and store documents — for years. Businesses that operate on swift deadlines and thrive on collaboration understand the importance of having digital workflows. Organizations that host many appointments with customers or patients use form solutions to gather information. Companies with remote workers know that digital archiving is paramount to protecting sensitive documents through remote storage.

However, other businesses who have been forced to adapt workflows and connect remotely with both employees and customers may find document management solutions key to continuing business operations. Collaboration and secure storage can benefit any workplace, whether your organization is temporarily pivoting or intends to have remote workers as part of your workforce into the future.

Digital Workflows

Most businesses have faced shifts in operations throughout the first and second quarters of 2020. Your employees could be faced with more work, cumbersome processes and other difficulties while working remotely. Additionally, your business could be facing an increase in demand for certain products and services.

Document management systems offer digital workflows, which allow managers and employees to measure a volume of work and understand where projects stand in the process of completion.

These digital workflows can increase productivity by automating content-based tasks and create computer-aided work models that complete repetitive jobs quickly and accurately. That doesn’t mean you have to leave these tasks completely in the hands of the digital workflow. The program allows you to be as hands-on or hands-off as your work requires.

Digital Archiving

As employees are working remotely, they’re accessing company networks through potentially vulnerable internet connections. Additionally, everyone is working through the trials of life at home where computers and laptops could be damaged. Document management systems provide digital archiving, keeping your company’s documents and data secure in the face of cybersecurity risks or potential hardware damage. On-site and remote storage options, automatic backup and structured or unstructured organization methods keep you covered so you never have to worry about your files disappearing or being unavailable if your server crashes.

Not only do document management systems provides a secure way to store documents digitally, most systems come with customizable administrative controls so managers can restrict access to sensitive information or share documents selectively. Storing documents digitally also makes it easier to search for and find data.

Forms Solutions

For businesses that rely on form completion for collecting data like customer history, inventory tracking or client invoicing, a document management system can cut down on an unwieldy process. The amount of resources consumed by creating multiple duplicates, forwarding information and making it available for reference by employees can translate to a convoluted and time-consuming paper chain.

Forms solutions can help your organization control and enhance this exchange of data through automatic file routing, work prompts and progress notifications that streamline manual processes and eliminate additional data entry. These forms also can be accessed from anywhere.

Document Management Systems: The Filing Cabinet of the Future

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Do you remember when businesses first began to use email? It revolutionized how we communicated and conducted business. Workers and customers no longer had to wait days for a response to questions or comments. Employees could share information in seconds, even copy others into an email thread. Spam and junk filters added extra security, ensuring that suspicious emails or unnecessary notices were cleaned out of the inbox.

Businesses have been using email for decades to send and receive notes and documents, but they’re likely using outdated technology to store them. If you’re storing your documents on a single computer drive — or worse, a filing cabinet — you may want to consider a document management system for your company.

Here are some benefits to using a document management system to store, track and manage your regular documents.

Storage

Digitally-archived documents are more visible and easily accessible than files lounging in manila envelopes in filing cabinets, said John McGill, solutions engineer at Infomax. Searching for a document by keywords or dates is much easier electronically in a document management system than leafing through papers. Additionally, if one paper document is damaged or destroyed, your business could lose priceless information for good. Digitally archiving documents through remote storage and automatic backup ensures that disaster won’t destroy them.

Security

Consider how easy it would be to lose a document in the dregs of a filing cabinet or how difficult it would be to keep track of a document multiple people take out of a file. Even if employees store their documents on their individual computers, those files could be destroyed or compromised if a computer is damaged or hacked or if a computer file is deleted.

“If two people work in the same office, only one of us can see the document at the same time in a paper world,” John said. “There also could be documents in an office that not everybody should see. There’s nothing stopping from me from going to that filing cabinet and looking at it.”

With a document management system, you can set permissions so only some employees are able to view documents. The system can also track who checks out or edits a piece.

Forms solutions

Businesses that work directly with customers may benefit from digital forms solutions that allow clients or customers to fill submit forms. The system will then convert forms and input data directly into the company’s management program. The document management system cuts down on clutter and archives forms for future reference.

Digital workflow

Not only do document management systems provide necessary storage and security, they also allow employees an easy system to keep track of tasks. Documents can be edited by different employees and departments. They system will notify another user when the file is ready for their input.

To learn more about our document management system and how it can work for your office, contact us today at 1-800-727-4629.

The Link between Document Management and a Green Office

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It’s true that little changes add up, but reusable mugs and water bottles only take you so far. The best way to lessen your environmental impact, particularly when it comes to your company, is to go for a major business component revamp—like transitioning from paper to electronic document management. Read on to learn about the link between document management and a green office.

Paper Loses Purpose
With an electronic document management system, you no longer need to print every piece of information—in most cases, sharing and collaborating is simple and friction-free. You can share, email, review, and even sign digital documents in a centralized system. Document management eliminates the need to print separate copies for every department; you can all work from one central, up-to-date file.

Raw Material Madness
You’d be astounded at the amount of raw material you conserve when you move to digital document management. Less printing means less toner used and fewer cartridges manufactured. When you consider that manufacturing a single toner cartridge requires three liters of oil, it’s clear that curbing your printing habits can have a major impact. Your local landfill will thank you, too.

Storage Strategies
Document management can completely transform how you deal with documents once they’re out of primary circulation. It’s true that compliance regulations necessitate some hardcopy files, but it’s important to examine how much of what you’re printing and storing is actually required. Instead of dozens of cabinets filled with paper files (the vast majority of which will never be accessed again), you can store your documents on a tiny hard drive.

Poisonous Power
Until we’re running on 100 percent clean and renewable energy, more office equipment means faster draining of limited resources and the release of toxic pollutants. When you manage your documents digitally, you can cut back on the machinery required to run an office smoothly. Cut back on wattage by eliminating printers, reducing copiers, and consolidating multiple devices—like printers, scanners, copiers, and faxes—into a single machine. You will use less power to keep your office humming and will need less energy to control your climate.

Document management is a powerful way to improve your company’s green credentials and lessen your impact on the environment. To learn more about the big benefits of document management, contact Infomax today.