The central objective of utilizing Document Management is to make your overall business processes more efficient, and specifically to accelerate and properly secure the way you move documents across your office.
Do a simple Google search for "Document Management," and you’ll see the cliché images with limited search time. The piles of paper stacked on the boss’ desk. Documents swirling across an office. Even business people swimming in paper documents.
It’s true. Many offices are overwhelmed by paper documents. Also, when compared to a Document Management solution, it is inefficient and costly. Estimates are that 11% of your paper files will be either lost or misplaced. Organizations often find that by digitizing their workflow, their documents begin working for them, rather than the opposite.
But digital conversion is only one component – and hardly the overarching intention – behind utilizing Document Management.
The central objective of Document Management is to make your overall business processes more efficient, and specifically to accelerate and properly secure the way you move documents across your office. As the volume and complexity of business critical data increases over time, your organization can be fully agile in the way it accesses and manages it.
Here’s 5 workflow scenarios for your organization to consider:
1. Customer Resolution at your Fingertips:
A customer calls in with a question regarding an invoice. You hang up, run pull that invoice and call the customer back. Or a client needs a copy of the work order recently completed. In both cases, with EDM one call resolution is a reality. Pull up the necessary file and email it before hanging up with the customer.
2. Accelerate Your Approval Process:
The CEO can enjoy a Friday afternoon on the course without the documents piling on the corner of the desk pending approval. Document Management allows he or she to approve accordingly from his iPad or other mobile device on the 17th tee box.
3. Docs Present and Accounted For:
It’s simple really. No more documents lying on the fax machine or gathering dust atop desks. Depending on your industry, this could be more of a formality. However, consider HIPAA and other regulations that specifically tell companies how documents are to be safeguarded.
4. Attention to Retention:
Does your office have a Document Retention Policy? If not, you should in the case there is ever a legal issue you know you’re handling the information in the correct manner. One feature of EDM, which reduces administrative labor, automatically moves documents to an offline archive once they are no longer needed.
5. Higher-Level, Highly Customized Confidentiality:
Identify work groups and grant permission rights to certain designated users. (I.E., some users may need access to AP documents, others to AR, and others to both.) And with even more granular permission rules, offer rights on what each individual can do with those documents? Can they delete it? Update it? Share it? Etc. In other words, grant complete, immediate access only when applicable.
A successful Document Management Program does more than just save your legal intern, pulling files back and forth from a file room, a multitude of steps. It calms the waters surrounding your documents, offering employees maximum speed, control and coordination in the way they move documents across an office.
Interested in learning more about ways to accelerate and properly secure your document workflow? Let's talk! Datamax can begin the process with a workflow assessment that uncovers opportunities and solutions relevant to your individual business needs.