A tangled mess of files and paperwork is a greater liability for businesses of any size and serving any industry. While managing information with papers, it will take more time to acquire information when you need it, and it will take more time for you to search the lost documents. While lost time may appear to be a random outcome, legal issues over missing documents aren’t.
As a result, document management software is unavoidable for any business. Developing an effective document management system is a lengthy process involving time and training. However, the benefits are well worth the effort. Nonetheless, the majority of businesses face the same document management challenges.
In this blog, we have listed a few most common bottlenecks of businesses and discussed how a document management solution could alleviate them.
Not Able to Locate Documents When You Need It
When you are up against a deadline, every second matters, and sifting through stacks of paperwork to find a specific file is the last thing on your mind. Keeping indexed digital files through process automation provides an electronic document management solution that relieves you of this hassle. The indexing aids you in quickly locating the materials you require.
You’re not getting the most out of your employees’ time and effort.
No one hires staff to look for documents; you must have other things for them to do. Your company could lose thousands of dollars due to their time looking for paperwork. Manual document management systems may cause job unhappiness and reduce employee productivity. The office is tense as the staff becomes frustrated. Employees are so angry with document retrieval and search that they yell at their computers and, in some circumstances, at their coworkers. This is a dangerous place to work.
SutiDMS and other digital document management solutions will increase your staff’s productivity by allowing them to focus on the core duties for which they were hired. SutiDMS document management software can be used independently or in conjunction with other tools to make workflow management simpler for your employees.
Lack of storage space
Companies spend much money on physical storage space, such as files, filing cabinets, and storage rooms. Regulations frequently prevent organizations from discarding obsolete records, and having a server space for document management is far less expensive and takes up far less space.
Electronic data entry can be used to convert physical printed copies of documents to digital copies for server storage. Some document management systems save documents on the cloud, eliminating the need for a server. Management software can help you combine and index papers that must be preserved on paper without taking up much space in your business.
Your company’s security is in jeopardy.
There’s a chance you’ll lose track of important information if you have mountains of paperwork. Physical records could end up in the wrong hands, or natural calamities like fires and floods could wipe everything out. These hidden security concerns are protected by document management solutions.
Because most management systems include offshore backup capabilities, a disaster on-site will not pose a problem when records are in electronic form. By establishing different access privileges for distinct workers, SutiDMS also allows you to track who accessed what content on the server.
Ineffective tracking and routing
Walking is good for you, but not for routing and tracking documents that are crucial to legal compliance. It’s simply inefficient. Consider locating a document in a large industrial facility with various buildings and employees working different shifts. This entails going from one building to the next in the hopes of catching someone before their shift ends.
With digital document management systems, a document can be quickly sent, for example, via email to all of its correspondents, then stored and indexed on the server via process automation. Location and distance are no longer bottlenecks for your staff, regardless of where they are, and it’s even better for businesses with teams worldwide.
Lack of an escalation mechanism
It goes without saying that some persons who need to evaluate or approve a document will be out of the office when you need them. The request’s initiator may be utterly unaware of the absence of the other participants for days. The reviewer could be on vacation or on a business trip. Workflow management becomes slow and frustrating when there is no way to escalate the problem.
This issue might be readily solved with a document management system. The issue could be escalated to the next available person after a period of inaction on the document. Meanwhile, those who are unable to attend in person can participate online. The approval process does not have to stop because the approver is physically unavailable with digital materials.
There is a lack of consistency in file storage.
The CEO’s data were initially stored on Google Drive, but some were migrated to Dropbox due to lacking capacity. Karen prefers filing cabinets, while Alex keeps his documents on his hard drive. It’s normal for businesses to lose track of file storage during an organizational disaster.
Perhaps you didn’t have a clear plan for file management from the start, or you didn’t properly train your employees, or combining organizations caused uncertainty. It’s easy to lose important files this way, and recovering them can be difficult.
Most document management software allows businesses to choose from various plans based on their requirements. As the company expands, it will be able to update these plans. This ensures that a company’s file storage is always consistent and centralized.
Working on the wrong version of a file
According to a Harris Interactive survey, 83 percent of employees in the United Kingdom and the United States waste time duplicating work daily due to inaccurate versioning. It’s incredibly easy to work on the wrong file version without perfect indexing and only realize it when you’re almost done.
Such issues are less of a concern for a corporation invested in a high-quality digital document management system. A good system will display the most recent modifications to a document, making it simple to determine whether you are working on the correct version. You may also read what was in the previous document and see what has changed recently.
In a world where digital documents are the way of the future, deploying document management software like SutiDMS should be the next obvious step for any company trying to improve its efficiency. File conversions, file tracking and indexing, safe trashing, controlled access, and secure storage are all possible with SutiDMS. As a result of this high-quality solution, better workplaces will emerge, with happier employees, increased revenue, and increased productivity.