If you’re looking to increase the efficiency of document storage and retrieval, and the process of archiving in your organization using an application for managing documents that is of top quality can do much more than just replace your filing cabinets. It can also help streamline the business processes, reduce the cost of storage and minimize risks.
A document management system’s intelligent tools allow you to manage documents throughout their entire lifecycle beginning with creation and distribution to the archiving process and disposal. This is vital to ensure the strictness of guidelines and security regulations (like HIPAA or Sarbanes-Oxley) and reduce the risk of fines and suspended licenses.
Document management features include indexing to make searching and retrieval easier. This helps you find the right document faster. The best systems also include categorization, tags and other features that allow for more accurate document identification. This improves document retrieval and enhances searches, while also ensuring conformance to the document naming standards.
Other key document management features include an audit trail that reveals who modified or accessed files when, and when. This allows you to comply with privacy and data protection regulations and safeguard yourself from cyber threats.
A top document management system will be able to integrate with other tools and platforms your company utilizes. This creates a cohesive system that eliminates siloed data and simplifies the business processes. The interface should be simple and user-friendly and reduces the learning curve for your employees and facilitating their rapid adoption. It should also facilitate workflow automation and a pre-defined, standardized process to speed up and eliminate errors in document handling. This helps increase productivity and improve customer service and streamline operations.
