Working to complete projects while dealing with multiple files can be a real hassle. If you still deal exclusively with paper then you have to wait for people to make edits and return with that possibility that the paper gets lost. Document management is a digital system that takes scanned files and organizes them for people to work on simultaneously. Here are four problems document management solves.
A document management system is only as good as its search function. This requires foresight when it comes to organizing documents and deciding how to archive them. There should be an official process so that files are all stored the same way. If individuals are all filing differently, then no one else will be able to find what they’re looking for.
There can be an ongoing problem within offices of people working on the wrong version of documents. A document management system will when a file was changed and who made the edits. There should also be a note at the top stating when the last changes were made.
Without document management, two employees might be working on the same draft of a proposal. Once they are both done, they need to be merged. This can be time-consuming because each has to look where changes were made in one copy and cross-reference the two. With document management, the proposal can be created in one documental that two employees can work on simultaneously.
The time it takes to find documents, re-edit a document after working on an out-dated version, and manually merging files cause a real slow down in productivity. Document management enhances collaboration and the ability to search. Employee satisfaction also rises when they no longer have to work harder to do simple tasks.
If your office is ready to improve with the help of document management, call us today!
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