Documents are stored in a central location – allowing anyone to find, read, and update (all with proper permissions and authorization) documents when needed.
If you have been in the following position, consider document management.
A potential client has moved their timeline up a week and you need to find a contract proposal – immediately. But, Todd's been working on it and he hasn't shared it yet – assuming he’s even created a draft – and you don't have a copy.
You think it's on his desk somewhere (keyword being "somewhere").
In the hope of finding a copy so that you can update the proposal in response to a few questions and book that new business (and because Todd is out sick), you begin rummaging through his desk - though it should really be called a dumping ground for lost paperwork. Hey, on the bright side, at least you found an apple to snack on while a potential clients waits on you).
If you had a digital document management system, you wouldn’t be elbows-deep in someone’s desk.
- Captured and Organized Documents. Paper or digital, a DM system knows where your business documents are. [No more risk of burial in a paper avalanche trying to look through Todd’s desk.]
- Access. Documents are stored in a central location – allowing anyone to find, read, and update (all with proper permissions and authorization) documents when needed. Plus, with a complete audit trail – you know who made what revisions to a document and when. [You’ll know if you need to create the proposal from scratch, if you can use an existing proposal as a template, AND whether or not Todd has begun work on this proposal.]
- Collaboration. Say goodbye to email purgatory. You’ll always know which version of a document you’re working on without having to search for the latest version in your inbox. Now you can create, read, share, edit, and comment on one document rather than attempting to include comments and edits from multiple co-workers’ document revisions. [Without worrying about duplicating each other's work, get help quickly by working together to create a proposal fast.]
- Business Processes Intergration. With your documents in a centralized repository and easily integrated into applications like email, accounting, customer relationship management, and others – once the client accepts the proposal – you can share it with accounting for billing and attach it to the customer’s record for quick access when needed.