Save Time with Document Management in 5 Ways

1. Save Time Save Time with with Document Management Document Management in 5 in 5 Ways Ways Here are five ideas for improving performance so employees can focus on value Here are five ideas for improving performance so employees can focus on value- -added work: added work: Taking advantage of efficiency and productivity enhancement tactics makes good business sense, especially when they are widely applied rather than just a department or project team. Document management offers many performance benefits, and since these systems are tightly integrated with the rest of your IT infrastructure, they have the potential to save time and enable you to achieve cost savings in your company. 1. Document Search: 1. Document Search: According to IDC research, the average employee spends 3.5 hours each week searching for documents they fail to find. With digital document management, the time spent searching is reduced to seconds. Especially if your system offers powerful, automated indexing, you don’t have to worry about losing or retrieving documents. 2. Accelerate Business Process: 2. Accelerate Business Process: Whether you are routing invoices for approval, processing requests, or arranging price book revisions, systematic or simultaneous support for these projects. Is required. You need a procedure to route the document for single or multi-level approval. According to the analyst firm IDC, managing these approvals manually takes an average of 4.3 hours per week. With document management and automated workflows, this time can be significantly reduced because process owners can identify barriers and act accordingly.

2. 3. Automating workflow: 3. Automating workflow: It takes time to move paperwork back and forth between departments and the possibility of errors is introduced. A digital workflow allows you to use business rules to automate the process. For example, you might set a rule to ensure that any receipts for more than $ 5,000 are automatically forwarded to a senior employee, and any receipts less than that go to another employee for approval. Is. The result is fewer errors and more transparency, and better process performance. 4. Reduce the time spent on routine tasks: 4. Reduce the time spent on routine tasks: Many business processes require manual data entry without repetitive, multi-step tasks and automation. Using an automated system, data can be shared between a document management system and an ERP or accounting system that eliminates duplicate data entry. Document filing and retrieval can be done in seconds. This means that customer and vendor questions can be answered promptly. Collecting documents for an audit that used to take days can be completed in a few hours. This greatly reduces employee stress during audit preparation. As a result of the light administrative burden, the company’s staff is free to spend more time on meaningful work. 5. Impr 5. Improving cross oving cross- -department collaboration: department collaboration: Combining all your document types, including emails and scanned paper documents, makes it easier for employees to work together on projects and share information. If you work for an engineering company, for example, your suggestions might include a Word document, a CAD drawing, and a spreadsheet. Before proposing to a customer, you can “staple” these documents together and send them to different departments for review. Your document management system makes it possible for team members to view the CAD file even if they do not have access to the CAD application. These are just a handful of ways your organization can save time by automating routine tasks through automated business processes. The document management system also makes disaster recovery much more efficient, while providing an audit trail for better financial compliance and security. And because document management works best when your company and IT infrastructure are integrated, the potential benefits affect your company.