Document Management Software
Published January 13th, 2017 by

Why Document Management Software Is a Must for Every Company

Why Document Management Software Is a Must for Every Company

Adopting high-tech processes for the company is almost a prerequisite to any booming and growing business. In fact, the software industry contributes to the $ 1 trillion additional GDP of the United States’ national economy. This reflects the growing need of companies to invest in research and development which will then make their business processes a lot smoother and more profitable. Looking at the ground level, the drive to outgrow competitors through technological advances is stronger than ever which causes companies to resort to non-manual processing of even the smallest processes they have.

With this in mind, document management software is the most basic tool that a company may use to reduce manual labor and, in turn, focus on what matters most for the firm. How exactly can this software system help the company? Here is a breakdown of some of the capabilities of this software and why your firm should have it.

Provides Paperless Transactions

The first of the many features that a document management software must provide is paperless documentation and processing of all business workflows. Studies show that a firm may save to up to $16,000 per year just by going paperless, not to mention the time value that going paperless can provide to a business workforce. Paperless processes also give the company accuracy in providing services to its customers, such as in government offices where crucial information from papers are manually encoded to IDs and certification forms for clients.

Have we also mentioned that the software also provides security to crucial data keeping them safe from harm such as unfortunate accidents, fire, and theft? This is why software products, such as the LogicalDOC, provides assistance to this end. Businesses that are new to automating transactions will not be culture shocked by LogicalDOC, as some users noted in their reviews of document management software that they are as well new to the system prior to adopting it for business purposes.

Integrates Digital Documents

Businesses that adopt document management software are not just concerned with the information sourced from papers and files. They are also concerned with what happens to these data afterward. Digital documents are the genius of these kinds of software, and managing one is not too easy for anyone who is new to what the industry thinks. For one, when a company starts using paperless processes, the only thing it has to keep an eye on is the storage capacity of the computers where the data will be stored and retrieved from later on. Firms who do not properly manage their systems for digital documents will end up having full disks of redundant papers and irrelevant documents. This is not just a concern on the capacity only but also on the speed by which the computer performs, something which is directly correlated with the empty computer capacity of the hardware.

Enterprise document management software, such as eFileCabinet Document Management Software, performs the exact task of handling your digital documents by indexing, sorting and storing it for future uses. With these methods, your system will not be loaded further with the files your firm will no longer need.

Keeps Copies of Captured Documents

Some of the problems faced by firms include retaining a soft copy of their documented files. People who manage this process think that having a printer with built-in scanners will make it all easy. However, the process does not end there. Administrative workers are often faced with the dilemma on what type of documents need to be scanned and kept on the computer, and to what extent should they be given security from unauthorized access.

Captured documents can be managed easily by document management software such as FileHold, which does not only provide accessible and secure clouds for multi-access but also provides records management system. The software also features additional capabilities such as its easy-to-use interface for new businesses that are just adopting a software system, and a 24/7 working customer support system which guides the firm should anything go wrong.

Eases Retrieval from Huge Database

As stated before, retrieval of documents from the system should not be taken for granted. Access to information plays a critical role in office productivity which, as stated in a study, is in line with both corporate know-how and human resources as hidden assets of a firm (the former recently seen as an asset that has emerged from hiding). With this in mind, companies are now investing a lot to be able to have their digital documents and data be accessible to people within the company who need it the most, without compromising the internal security of the firm.

Document management software such as Laserfiche, Sharefile, and even the Apple iCloud, provide accessible clouds that are available to users and company employees 24 hours of the day. These systems of document management system software lessen human interaction and movement so as to keep employees working on certain tasks from being disrupted by those who want to access needed data. Clouds such as these are not just vital to the company but also extend vitality to the current generation’s personal lives, an aspect that is also covered by systems of personal document management software.

Provides Secure Distribution of Critical Files

Critical files need security whenever a company exchanges vital information to other companies. These critical files are not ensured of being secure without some aid from a software capable of making the data accessible only to its intended users. Even as simple as turning a document into a PDF-format file is a security measure that should not take the time of employees. Thus, document management software that engages in this capacity is a must for every company. Legal document management software, for example, is a must for every legal firm who engage in law policing. The documents involved in this trade should at all times be secured even during transfer and turnovers.

Automates Process Workflow

If not crucial, the document management software benefit of workflow process automation is critically beneficial to the profitability of the firm. Imagine having to reduce workload for all your employees without having to compromise overall productivity. Processes such as reproducing copies of files, sending files on time, alerting concerned employees about the redundancy of files, and maintaining internal systems all take the time of workers who should be focusing on operational planning,  strategy making, or even data-crunching. More technical processes such as indexing files for easier retrieval or rechanneling data flow from one employee to another does not deserve the time and the money allocated by the company to it as machines should do this manual work.

Document management software such as Filebound and Nitro Cloud offer file control to the employees of a firm, where they can keep track where changes in document occurred. They also offer free doc-to-PDF file conversion. This process is close to impossible to accomplish without taking any of your time with the manual processing.

Reproduces Copies of a File without the Hassle

As stated in the previous topics, document management software deals with the most pressing issues of time-wasting incurred by manual processes within the firm. One of these processes includes a reproduction of copies of documents to be distributed internally and externally. Some more sophisticated document management systems do not just reproduce files and data, but also provide users with checks and revision space before distributing to target people. In more technical industries, this feature is the most critical of all. To illustrate, some of the construction firms that typically have exchanges of plans with one another need to rescale their plans and drawings for accessibility and easier analysis. However, scaling these blueprints manually will take time. Some of these firms intend to invest in document management software before venturing out to scale up their business.

Manages Collaboration among Users

Finally, after managing the problems related to the reproduction of documents by most of the firms, they should now concentrate on how to manage the collaboration of key personnel who would be deriving critical information and analysis from these raw data. Issues regarding document collaboration include real-time processing of a single file, history tracker that will determine the contribution of each personnel, and blocking of external elements while the documents are being processed. Document management software provides these features to keep users focused on what they need to do without having to fear document tampering.

Companies that are in transition to scaling up their business should not hesitate to have this new technological financial gadget. Those that are hesitant should try out free document management software online that offer open source codes in order to appreciate the benefits the software can bring to them. Make sure to check out the document management software reviews online to pinpoint exactly what software to purchase for your company’s specific needs.

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Trevor Price

Trevor Price helps small businesses leverage mobile technology to reach their audience and extend their capabilities in delivery, information, and tracking.

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