Not so surprisingly, but there are still many businesses in the 21st century that are relying on the traditional paper filing system. Here, we will be going through the different benefits of managing the digital document filing system. Digitizing their workflow, and partly because people are anxious about change at first.
We don’t blame you! Since the development of the internet, things have been moving too fast. It may all seem like chaos from a distance, but it isn’t what it looks like.
Embracing the software technology for your business is only going to get you as far as you want. Here, we will be going through the different benefits of filing your documents digitally. different benefits of filing your documents digitally.
But before that, let’s understand a little more about how an electronic document management software functions.
What is a Digital Document Filing System?
A document management software is a process of handling documents in such a way that information can be created, organized, stored, and shared efficiently and appropriately. The digital document filing software allows you to convert paper documents into digital documents, and that’s why it is sometimes even called an electronic filing cabinet.
However, a web-based document management system does a lot more than that. It acts as a central database where all the information about your business is stored, which One can access this data from anywhere using a secure internet connection. internet connection.
An electronic document management system is a way to streamline and automate manual processes of collecting and retrieving information. For instance, you can easily embed the system with payroll software to procure and store all the details about your employees.
So, how can a digital document filing system be beneficial for a company?
Advantages of Using Digital Document Filing System
If you still doubt whether using enterprise digital document filing system will be beneficial or not, here are a few things that will make you reconsider your decision.
1. Increase in Employees Productivity and Satisfaction
One core benefit of digitizing your documentation is that it results in increased productivity at work. A study shows that 90% of the average work time is wasted in data management and record-keeping activities.
Isn’t it the same scenario for you at work? You can save your time and increase efficiency in office by shifting to the paperless trend. But how exactly?
For instance, when you are working on a project, documents make rounds as many drafts before the final version. In a traditional setting, only one employee can work at a time, which results in time loss. However, this time loss can be saved by adopting the document management solution.
Document management software allows multiple users to work on the same document at the same time. This way, every member stays updated about the changes made. Not only that, but automated record tracking software also removes the need to distribute content via email. The system permits you to make notes on the documents itself for your employees to see. Besides, it displays the current status of the report — whether the file is approved, under review, or in its drafting stage.
2. An Easy Access to All the Files and Information
Have you been in a situation where you have tried to find documents and information unsuccessfully? So many times!
When you are dealing with a client, it’s essential to have quick, easy, and efficient access to the information required. With a digital document filing system in place, all aspects of finding and retrieving data are significantly improved.
First of all, you don’t have to leave your desks and sort through file rooms every time you need to find any information. You can easily find and search your document from desktops. The best digital document filing system makes the whole storing process quite simple. You can index your files using sources like metadata, barcodes, and the content of the documents.
It allows you to customize your filing structure, meaning users can prioritize any information they may need regular access to. All your files remain sorted, and you can easily find information and knowledge from indexed content. It results in better and smart decision making and also reduces the amount of time lost for searching files.
Besides, the cloud document management system enables employees to access the document off-site. It eliminates the need to carry data physically, and they can efficiently work remotely.
Looking for Document Management Software? Check out SoftwareSuggest’s list of the best document management software solutions.
3. Creation of a Standard Approach and Better Access Control
To ensure a smooth workflow in an organization, everyone needs to operate in the same way. If you still doubt whether using enterprise digital document filing system will be beneficial or not, here are a few things that will make you reconsider your decision. dealing with a large number of individuals. Not all of them may prefer the same methods of storing information.
The problem can be solved by using an enterprise document management system. It helps to bring everything into a uniformed and standardized approach as you have full control over the network.
Besides, the system allows you to restrict access to specific data and files to some users. As an admin, you can control the ability of an employee to view specific information based on their roles and requirements. It ensures that all your employees can find what they are supposed to, without straying into areas not designed for them.
A web-based document management system is one of the best ways to keep all your business confidential information hidden and safe.
4. Enhance Security, Data Backup, and Improve Compliance
For any business, the priority is the security of its documents. The digital document filing system comes with security measures and techniques like password protection, encrypted texts, and more. And as mentioned earlier, access to information can be restricted to individual roles and responsibilities. It also offers auditing capabilities, which helps you keep track of who has accessed and edited any document.
Besides, the cloud-based system automatically makes a backup of all files and documents. So even in case you accidentally delete an important file, you can restore it in no time. The cloud storage system protects your documents from any server loss as well.
Unlike paper documents, your digital records won’t be destroyed in any natural calamity like floods or a human-made disaster like a fire. It is adequately secured in a cloud server, which can be accessed from anywhere from any device with an internet connection.
What’s more, you can regularly check all the vital information for compliance with legal and industry regulations. By integrating your HR software, you will stay updated with the changing agreements and can easily update them with an electronic filing system.
5. Seamless Integration With Other Systems Increases Efficiency
Another significant benefit of using digital document filing software is that it effortlessly integrates with many other management systems like accounting software, and more. It ensures the smooth functioning of a business streamline and automates all administrative tasks for efficiency. Without one system confiding into another, it can create a bit of confusion.
The best document management system software is so designed that it streamlines all document input and output management. For example, by integrating your document system with billing and invoicing software, you can automatically generate bills to your clients.
Or, you can easily embed the system with payroll software to procure and store all the details about your employees.
The process eliminates the requirement to manually enter data, which reduces the chances of human error. Thus, it results in increased efficiency.
So that was it. Have you decided to implement a document management system software for your company?
Take a small step at a time. Many vendors in the market offer a free and open-source document management system. It doesn’t have to be an expensive investment for you.
All we can say is that your business is growing and so are your files. Implementing an electronic document management system can take the burden of mundane tasks off your plate. You and your team will save time to focus on critical areas that require immediate attention. critical areas that require immediate attention.
Make your decision!