All businesses are looking for ways to streamline processes, improve efficiency, and increase productivity. Implementing a good Document Management System across your organisation can have the potential to save time. It can also enable you to achieve cost-savings across your company.
Let’s take a look at the top 5 ways a Document Management System can improve efficiency across your business. This, in the long run, will save you both time and money.
1. Document Searching
Research by the IDC (International Data Corporation) found that employees on average spend 3.5 hours each week searching for documents. Don’t spend time searching for physical paper documents in a filing cabinet, or scroll through endless folders on your desktop or email. Implement a Document Management System which provides a secure central location for everyone in your business to store, manage and share their documents.
2. Increase Speed of Processes
Any business process that requires sign off, approval, or collaboration can experience significant bottlenecks. Whether you’re updating a workplace policy or waiting for a new employee to return their documentation, you need a process to direct the document to the correct person. Managing this process manually takes the average employee 4.3 hours every week. With a Document Management System, these processes are automated, improving efficiency and reducing the cost and clutter of maintaining paper.
3. Automating Workflows
How does your business currently distribute documents throughout your organisation? It’s a time-consuming process to email documents to team members and run paperwork back and forth between staff. It provides an opportunity for human error, loss of important information and can slow growth and productivity.
The key to document management is automation. Once a document is captured, it should work for you. It should be there when you need it, and it should be accessible to those who need it when they need it. A Document Management System streamlines and automates the manual workflows associated with document management, from creation to storage and distribution throughout an organisation.
4. Reducing Time When Auditing
Taking the necessary steps to meet your legal obligations as a business might seem simple. However, the process, in reality, can be more confusing and difficult than expected. Why? It can be due to the constantly evolving nature of regulation by some industries. It can also include difficulties understanding exactly what compliance means, what documents are required to prove compliance, and how each of those documents needs to be managed.
Implementing a document management system in your business will help you track and maintain the compliance records. They are essential to your business’s ongoing success. When you pull documents together for audits and ensure those documents have all the required information, you can now accomplish that data for the audit in a few hours, rather than a few days.
5. Improved Collaboration
The goal of collaboration in the workplace is to maximise the success of your business. A group of individuals have more power and impact than a single person. Working in teams enables employees to share knowledge, work more efficiently and effectively. However, when your business spreads across teams, departments and locations, collaboration can be increasingly difficult to achieve.
Businesses rely on email, attaching on documents, and sending it to multiple recipients for feedback and input. Integrating your business’s documents, including emails attachments and scanned paper documents, into a Document Management System makes it easier for employees to work together on projects and share information
Documents are a necessary part of any business or organisation. Implementation of a Document Management System to manage these documents can streamline your business workflows and save you time and money.
To see how dita Solutions can assist you in implementing a document management system for the ongoing management of your workplace documents, please contact us today.