Three Ways to Improve Efficiency With a Document Management System

The adage “time is money” has never been more true than in the post-pandemic era of digital work. Businesses in every market and region seek ways to gain efficiencies throughout operations to secure bottom-line revenue during economic uncertainty. Luckily, technology has answered the call, and software systems abound to help organizations maximize productivity. Document management system are a prime choice for businesses looking to improve efficiency. Not only do they lift the time-consuming burden of paper from operations, but they also introduce new levels of productivity, cost savings, and security. Here, we explain the three major ways businesses can achieve greater efficiency with document management systems.

Automation Saves Time on Multiple Tasks

A core element of a document management system is automation. If your organization still uses paper-based workflows, you know how long it can take to approve a file, go back and make changes, move through the re-approval process, and more. Shuffling paper from desk to desk is inefficient in the face of technology like a document management system that automates these workflows.

With software to drive document distribution throughout your business, you’ll no longer need to run paperwork among staff, process individual email attachments, or waste time sifting through filing cabinets. Even if your business isn’t using paper and employs some kind of electronic document filing system on local devices, that system still requires an inefficient search-and-retrieve process. A document management system centralizes all files and securely stores them in one platform, so finding, accessing, and processing documentation is quick and efficient. You’ll also automate tasks such as creation and storage.

Reduce Bottlenecks and Error-Based Inefficiencies

Automating workflows and document handling means you’ll reduce human touches on a given file and process. Fewer human interactions with data mean reduced error risk. A document management system allows you to speed up workflows that are now unhindered by bottlenecks caused by mistakes. With less need to go back through processes to fix errors, you’ll get more done faster.

And even if you need to do several rounds of revisions to documents, a document management system gives you version control to see who made what change and when. With this view, you’ll also be set up well for compliance adherence. Document management can establish a complete audit trail, so you significantly reduce the time and inefficiency involved in pulling files for an audit.

Document management systems also bring stronger security to your files and data. Paper has obvious risks — physical damage and loss for two — but even an older electronic filing system also runs the risk of data loss. If an employee’s computer breaks or an internal error corrupts files, for example, you could suffer compliance and legal problems for data loss. Document management software provides multi-layered security and acts as a protected repository for all your files. You can use this single solution for storing and organizing all critical data and setting permissions for which parties have access to which files — ensuring only the right eyes see the correct data.

Improve Collaboration — Speeding Up Project Efficiency

A document management system is especially crucial in the remote and hybrid-remote work era. If your organization has a dispersed workforce, you need everyone to have easy, organized access to all documents and data needed to do work efficiently. A document management system supports a remote workforce by acting as the central hub for all files — accessible from anywhere on any device.

Using document management software, your employees will be better able to collaborate on files, share information, and work together on projects. You’ll see a spike in productivity soon after implementing a document management system, and you’ll better support a growing workforce that requires greater flexibility and digital capabilities.

These three ways that a document management system improves efficiencies all result in cost savings for your business. Automation saves time from tasks, better security prevents monetary losses from damaged data, and improved collaboration means completing projects faster. All these components help you better serve customers — securing more business and a stronger bottom line. Plus, you’ll no longer need to spend money on paper, ink, printers, and the hardware associated with older systems. Explore document management systems to transform your business efficiency today.

Author Bio

Tom Tassias, Chief Technology Officer at DocXellent, has over 17 years of experience in the document management system space. After joining the DocXellent technology team in 2006, he became responsible for providing technical leadership and creating innovative, best-in-class products and document solutions for their customers. Before working at DocXellent, Tom held roles in Information Technology, software development, technical leadership, and project management.