Document management software solves a myriad of document challenges. However, not every company faces the same challenges, meaning their solutions must be different as well. Finding the right document management solution for your particular concerns doesn’t need to be stressful or complicated. Today we will consider four different document challenges that are quickly remedied through quality document management.
This is the perennial issue with paper documents. While ideally all the files return to their proper home, missing or misplaced files are far too common. However, a document management solution for this challenge needs to be both electronic and organized. Some companies try going paperless but end up using Dropbox, file servers, Google docs, and other file management software all at once. This fragmented system ends up being just as unmanageable as paper, if not worse. A fully integrated system such as MaxxDocs is a true solution.
Mismanaged files have other risks besides annoyance and hindered work. In fact, depending on the industry, mismanagement of documents can cost your company thousands of dollars in fines or even close your business for good. Additionally, customers want to know that their information is secure. If you have security concerns, choose a document management solution that includes file-level encryption, audit trails, and compliance measures for your industry.
You have a great team, a workable vision, and clients who believe in you. And yet, your projects continually get bogged down before they are completed. If you face the challenge of regular project slow-downs, look for document management solutions that provide workflow management options. This type of document system includes automatic reminders and calendar tasks, audits of the project’s progress, and other tools to track your efficiency. Additionally, a successful system will have these automatic tasks linked to your document repository so that nothing falls through the cracks.
If you are in any way up-to-date, your company already uses some sorts of electronic document management. You may have software for accounting, inventory, or client contact information. Of course, you don’t want to start from scratch and re-enter all the information that is already securely stored and useful. In this case, you are in the market for a document management solution with full integration. For example, a quality document management platform will integrate your email, accounting software, sales records, etc., retaining all of your current records while connecting them with all of your other data.
Each company has its own unique needs and document challenges. Once you identify the issues that are holding you back, the best document management companies will walk you through solutions that fit your exact needs and preferences. Interested in learning more? Contact MaxxVault today to address these or other document challenges as well as the solutions we offer.