Improving Your Business's Responsiveness Through Document Management

A number of business employ the use of document management services for short term reasons, such as opening up more space in the office by eliminating cabinets. However, this technology offers a lot more in the way of process improvement and management of cost. As with most other technologies, cloud document management software providers lower the cost and add new features. The main features that were previously only available on high-priced systems include mobile solutions, electronic forms and workflow automation. Their prices have dramatically reduced in recent times, making them accessible to many organizations.

Cloud based systems bring down investment cost. Digitech System vendors such as ImageSilo and FileBound have provided document management services that are affordable. These systems are superior to earlier versions because they offer the following advantages:

Lower Investment Cost; No need for IT infrastructure and servers.

Speedy Deployment; Most features do not require a lot of training as they are point and click.

Rich in Features; Majority of productivity features are available in the base software.

Flexibility: Migrating from a maintenance/license model to a monthly fee makes the costs predictable and flexible.

Organizations and businesses that have used cloud document management services have noted that the features offered drive majority of process improvement capabilities. In addition to accountability of processes and speed processing, other benefits include;

Mobility; Instead of just accessing processes and documents at their desks, people can work from anywhere.

E-forms; People can use online forms that flow smoothly into processes for approval, instead of filling them out on hard copy. Therefore, transactions are fast and easily accountable.

Workflow; Instead of manually moving documents for signatures, they can be routed automatically, thus reducing the workload and improving accountability of processes.

Once the technology is set up, the applications occur across your business or organization. Document management technology can be configured to suit the needs of specific departments and processes. Some of the common areas where many organizations have experienced considerable improvement in processes include;

Engineering; Simplifying engineering change orders and improving visibility of connected documents.

Customer Service; Enables salespeople to easily access all relevant customer information while in the field.

Human Resources; Eliminating overnight paperwork, automating employee on-boarding and preventing non-compliance issues during audits.

Invoice Processing; Automating invoice approval processes, therefore allowing you to maximize on early payment discounts; etc.

In conclusion, cloud document management services help your business or organization become more responsive. In addition to the obvious advantage of eliminating most of the filing cabinets in your offices, the primary benefit of cloud based systems stretches beyond that to improving your organization’s responsiveness to employees, suppliers and most importantly, customers. It is therefore incumbent upon you to conduct research online on the best company and get in touch with them. Choose a reputable company that has an impressive track record for producing the best results. Using modern, efficient cloud based systems can be the step you take to get yourself ahead of your competition.

Karen Zecy is the author of this article on document management. Find more information, about electronic forms here