It’s easy to say that electronic document management will save you time and money. Isn’t that what anyone would say if they wanted to sell you something? However, the positive ROI from quality document management is almost immediate, and the results are clear. In fact, there are endless examples of the ways that an electronic document management system (EDMS) will increase your team’s productivity. Today we’ll look at three of the most prominent time-savers electronic document management brings to the table.
We’ve all experienced the frustration of attempting to determine which version of a file is the most recent. Disorganized PC desktops or shared folders are a graveyard for the past versions of countless company files. Electronic document management makes this an issue of the past. With automatic document versioning, you can be sure that the file you open is up-to-date, even if it’s currently being edited. Also, for the purposes of audit and review, users can view a log of all access, edits, and distributions of every file. This not only increases productivity but accountability as well.
Forget manual data entry. With the assistance of software that scans the characters in every document and form, your files are archived immediately with complete indexing according to your specifications. Additionally, electronic document management gives you the benefit of full-text search. Unlike older file storage systems that only search titles and keywords, your users will receive search results based on the complete text of each file.
Most systems have spots that tend to slow them down. It is likely that your team’s workflow is no different. With the assistance of electronic document management, your workflow becomes an automated system. This lends structure to your processes, with well-timed notifications and project tracking. It also includes workflow reporting, giving you a bird’s eye view of the whole process. In this way, you are able to identify bottlenecks and tools that aren’t working and troubleshoot with clear objectives.
If you aren’t convinced of the productivity boosts that come with electronic document management, just picture the amount of time your company spends on managing documents (estimates say around 60%). Now, make that time error-free and automated. At the same time, imagine having access to every required file at any time, from anywhere in the world. The time savings are staggering. Interested in learning more? Contact MaxxVault to discuss the ways that electronic document management can help you.