The Art of Saving Time with Document Management

Submitted by Anonymous (not verified) on Tue, 07/04/2017 - 18:07
man typing on computer with file icons

Time is our greatest resource. With time we can come up with ideas, implement them, and finally, watch the fruition of these ideas. Therefore it can be said that with more time the more successful we will be. Document management is the process of filing away digitally scanned documents. In consideration of time spent in the office, document management can be the solution to finally capturing more productive moments. 

As companies turn away from paper and become more web-based, document management can be a tool that helps your business make the transition. 

Less Time Searching for Documents

As minuscule as the walk to the file cabinet may be, there is still something to be had about capturing those few minutes between the desk and the files. Distractions abound in the office and can impede on productivity. On the larger scale of things, document management can bridge the gap between offices in different areas. By having all your documents digitally available, you streamline the process of searching and sharing.

With document management, the ability to search for documents is done quickly through a complex retrieval functionalities. A computer will be able to search through your digitally filed documents faster than a human eye. Optical Character Recognition (OCR) takes scanned documents and creates digital entries. This advanced technology allows the computer to index your files. OCR creates a system that sorts through data much faster than any human.

By creating a quicker search time, it also eliminates some of the frustration that can occur when looking for a physical paper file. 

Clarify Workflows

In addition to saving time with a quick search function, document management will reduce the time spent passing paper documents between team members as it nears completion. The ability to collaborate on digitally stored documents will simplify workflows as teams can read and edit digitally without having to wait for the physical return of a document. This will also reduce the amount of used paper.

Since it is not the case that we have an infinite amount of time, we cherish what we have available to us. Document management allows you to search quickly, share no matter the distance between people, and secure your documents digitally.

HOW PEOPLE MAKE DOCUMENT MANAGEMENT WORK

Taking your office from paper to digital is a major step in today‚Äôs modern business. While the benefits are many, the initial change can be hard for people to embrace. With document management, you can go paperless, streamline workflows, and maintain an archive system digitally stored in the cloud. To make the digitisation of your office successful, you need to have all your employees on board. Read to learn about how people make document management work.

WHY DO PEOPLE USE PAPER?

Before you can get people to transition to a digital office, you need to understand why they use paper in the first place. Most of the time people prefer paper documents because they want to read and save them. Paper can also be written on or signed for legal purposes. Lastly, people can share paper with others. Now, consider these reasons and ask yourself if these processes can be completed digitally. While you know the answer is yes, the goal is to get people to embrace digital methods even though they may be ingrained in the physical experience of paper.

ENGAGE YOUR TEAM

When it comes time to implement a document management system you will want to assess where paper documents exist and who is using it. Ask yourself the following:

-Where is paper being used to communicate with people? -Which of your teams or individuals are impacted by paper the most? -What information is shared by paper? -Which individuals can help with digitisation?

The answers to these questions will assist you in helping teams or person transition from finishing projects over a paper to collaborating via the cloud. When people realise the benefit of having all of their files stored and organised digitally they will embrace document management.

For more information on saving time with document management, call us today!

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