Modernize Your Files with a Document Management System
Most businesses track new information digitally. It allows files to be easily sorted, searched, and stored for future reference. But have you added your old files to your new system? If not, you are missing out on a great opportunity. An opportunity that a document management system can provide.
Document management systems serve as digital filing cabinets. It centralizes your documentation with a defined framework and lets your electronic and paper files to integrate into a cohesive solution. And the implementation process is simpler than you think.
Choose a Document Management System
A variety of vendors offer solid document management systems, so you will need to choose an option that best suits your needs. Often, this involves an analysis of your current file types along with your preferred search parameters. Once you understand how you store data and the methods in which you need to access it, you can select a system that provides optimal performance for those requirements.
Stage Your Scanning
Document management systems work in conjunction with sophisticated scanners. The equipment converts paper files into digital versions that will work with the selected software. Depending on the amount of paper files involved, you may need to stage your scanning in phases for easier management.
You can streamline the process of converting your documents with scanning automation tools. These solutions allow you to upload large quantities of files in bulk based on their categorization. Barcoded cover sheets can identify each batch. By using cover sheets to separate sections, you can set the scanner up to scan multiple groups without having to intervene when the section changes.
If you are dealing with miscellaneous documents, you can still work in batches. The scanning automation tool with convert all of the documents into digital formats and hold them for later indexing. This means you don’t have to sort through all of the paperwork before scanning. Instead, you just load the documents into the system and sort each page with a few clicks.
After loading the files, you can enjoy the improved functionality offered in document management systems. Multiple document types can coexist in the system, and you can search the entire library based on keywords. Monitoring tools allow management to track who is accessing documents and when, and individual files can be labeled for restricted access.
In editable documents, the document management system tracks changes in real time. Additionally, previous versions of edited documents are still accessible. You can even access documents through mobile devices, allowing the option to edit and share while on the go.
For simplified file retention, you can schedule documents to automatically delete if they reach a particular date. That means you are never wasting server space on files you no longer need.
It’s Filing, Only Better
Document management systems take your filing processes into the modern age. You can eliminate challenges regarding proper document management while providing advanced searching options across multiple device types. Browser-based options allow employees to get the information they need from any location with an suitable internet connection.
With all of the benefits, why wouldn’t you be interested in implementing a document management system? Just a little setup up front can make all of your future filing needs easier and more accessible. That makes it a solid investment for any business that is tired of messing with paper and wants access to critical information anytime and from anywhere.