Managing a chaotic pile of files and paperwork many times feels like a major headache for any business, regardless of its size or industry. Relying on paper documents requires you to spend more time hunting down information when you need it and even more time searching for misplaced documents. While lost time may appear to be a random outcome, legal issues over missing documents aren’t.
Thus, a business cannot avoid document management software. It takes a long time and training takes to make an effective document management system.
However, the advantages outweigh the efforts. Nevertheless, it is the same for many businesses facing document management issues.
In this blog, we’ll explore some of the most common bottlenecks businesses encounter and how a document management solution can help overcome them.
Difficult to Locate Documents When Needed
When you’re racing against a deadline, every second counts. The last thing you want to do is sift through piles of paperwork to find that one crucial file. That’s where a document management solution comes in handy. Keeping your files digitally indexed lets you quickly and easily locate the documents you need, saving you time.
The Hidden Potential Exists Within Your Workforce
No one recruits staff to spend time looking for documents; they have other more important tasks to attend to. Wasting time searching for documents costs your company thousands of dollars. Manual document management systems can lead to job dissatisfaction and lower productivity. The office atmosphere becomes tense as employees get frustrated. They might even end up yelling at their computers or, worse, at each other. This creates a stressful and unproductive work environment.
Solutions like SutiDMS and other document management solutions can help boost your staff’s productivity as it allows them to focus on their core responsibilities.
Lack of storage space
Companies spend a hefty amount on physical storage space, such as files, filing cabinets, and storage rooms. Regulations often prevent organizations from disposing of unnecessary records, and having a server space for the management of documents as compared is much less expensive and much less space-intensive.
Your Company’s Security is at Risk
Sometimes, it’s obvious that when you have too much paper, you will get lost in following up on information. Physical files may fall into the wrong hands, or natural disasters, such as floods and fires, may destroy the contents. With a document management solution, it’s simpler to cover these stealth security issues.
Since most document management systems provide offshore backup, an on-site disaster will not be 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.
Futile Search and Routing
Finding and managing critical legal documents amidst a sea of paper can feel like an impossible task. And it’s considered inefficient.
Imagine you are looking for an important contract in a sprawling office building, chasing down employees across different shifts. It’s time-consuming, inefficient, and outdated. Digital document management systems offer a much smoother path. With digital DMS, a document can easily be sent, for example, via email to all its correspondents and then stored and indexed on the server via process automation. So, location and distance are no longer bottlenecks for the staff, irrespective of where they are, and it’s even better for businesses with teams worldwide.
Absence of an Escalation Path
Of course, there are some people who need to evaluate or approve a document, and the reviewer could be away on vacation or on a business trip. When there is no way to escalate the problem, workflow management turns slow and frustrating.
This problem can easily be solved with a document management system. The problem can be escalated to the next available person after some time has elapsed without action on the document. Meanwhile, those who cannot attend in person can participate online. The approval process does not have to come to a halt because the approver is physically unavailable with digital materials.
Final Thoughts
In this digital era, any company aiming to enhance efficiency should deploy document management software such as SutiDMS. With SutiDMS, there is a possibility of file tracking and indexing, controlled access, and storage in a secure manner. In this way, better workplaces are bound to surface, with more satisfied employees, higher efficiency, and productivity.
