Comprehensive EDMS software didn’t spring into being the second computers started being standard issue at the office. For many years, people had to make due with whatever they had. This usually lead to offices cobbling systems together out of software designed to do only one thing. One software will help draft the invoice, a different program will get it to the people who need to approve it, and the file will have to be converted several times. The back office workflow became less a tightly controlled, powerful river and more a swirling pool of eddies. Things get lost in translation, and teaching new employees how to get things done takes far more effort than it should. EDMS optimization is the cure to the back office maze.
Keep confidentiality and compliance at the top of your list with EDMS optimization. Your enterprise document management software will spring into action so that employees can only access what they should be able to see. Eliminate the risk of something important getting out. It also minimizes the files that individual employees will have to search through. Files will be easier to find and harder to misplace, which is a net benefit for everyone.
Teaching someone to use a patched together system with multiple running programs is much more difficult than teaching them to use one. EDMS optimization doesn’t just organize your files and keep things confidential. It makes the learning curve much smoother for a new employee trying to get up to speed on the system. Human error will always be with us. However, reducing human error is at the forefront of EDMS optimization efforts. The more the programs can handle, the less weight employees have to bear.
Adapt or die. It’s true in nature and it’s true in the business world. A good EDMS doesn’t tell you how to run your business: it helps you do it better. Often, people put together a back office maze because they don’t have the features they want available in a pre-made package. Perhaps the process of converting from paper or the current digital system is too daunting. Perhaps there’s a trick, that really does help, and you’re afraid to lose it. Whatever the case may be, EDMS optimization builds a system that you want to work with. Instead of making your own system, find one with the flexibility to serve you better.
A tangled web of back office programs will only lead to increased workplace mistakes. Human error can’t be eliminated entirely, but by finding a flexible program to base your enterprise document systems management work on, you can come a lot closer. Keep your employees on track and avoid a month-long training period by focusing on EDMS optimization. Your office will be glad you did.