Documents play a truly vital role in the smooth running of a business. From invoices and bills to customer records and order details, managing documents effectively can be one of the most important things that any company needs to do. And yet, for many organisations, document management is something that has never been modernised.
Ultimately, it is still possible to successfully run a business using paper documents – but for many, this practice is outdated and can actually hold back success. Whether you currently use paper documents, digital documents, or a mix of the two – it is probably the case that there is more that you can do to improve you document management processes and procedures.
Here we take a look at some of the key benefits of good document management.
Faster document retrieval
Time is extremely important to businesses of all sizes. Being able complete work in a fast and timely manner is a vital element of productivity. And so, it is surprising to think that so many companies still rely on physical paper documents and filing systems when the alternative is significantly faster and easier to manage.
One of the major burdens of physical documents is trying to find anything. Even the most well-organised system can be a huge pain to sort through in order to find the document you are looking for. When you opt for digitised documentation, files can be searched for and found in a matter of seconds.
Better data security
Data security has become a huge issue, especially in the wake of the General Data Protection Regulation (GDPR). It is generally much easier to control access to documents and sensitive data with a digital system.
With digital documents you can control who has access to documents, and also keep track of important data points such as when they are created, viewed or deleted.
Another significant advantage of digital document management over physical copies has become increasingly apparent over the Covid-19 pandemic. As many businesses were forced to ask staff to work remotely, it became necessary for those staff to be able to access documents from anywhere and at any time.
As remote working looks set to continue, it is only sensible to conclude that this is something that any business with remote workers needs to invest in.
Collaboration is key to so much of what businesses do. Having simultaneous and quick access to documents can play an important role in making collaboration easier than ever before.
Working with a shared system that allows immediate access to the data that is needed can allow for seamless collaboration between departments.
It is also true that utilising a digital document management system can be a massive advantage when the worst-case scenario occurs. No-one wants to be in a situation where they need to think about disaster recovery, but it is always best to prepare for the worst.
Disasters do happen, whether this means a fire at your building or something else that could lead to the destruction of physical copies. Unfortunately for many businesses, these physicals copies are the backups and so there may be no easy way to access them afterwards.
If you are interested in working with specialists in document management and process automation, the team at Document Options has years of experience. Please contact us today if you would like to learn more – our friendly team would be happy to help.