How to effectively improve document management workflow in the company and organisation?
Documents play a vital role in each and every company; however, over time their number can grow exponentially, making them hard to manage. Efficient documentation management, on the other hand, is of paramount importance for the overall quality of the company’s operations, as well as the speed and accuracy of key business decisions. Fortunately, there are effective methodologies and supporting IT solutions, which can help you streamline your organisation’s document management workflow and clean up the documentation mess.
Document management workflow in the company – paper versus electronic documents
Document management workflow is certainly the most problematic in companies, where it is still fully paper-based. Managing the ever-growing amount of paper documents poses an enormous challenge and requires an actual archive, along with regular expenditures on paper purchases, maintaining the printing infrastructure and hiring staff for managing document archives. Paper documents can also be particularly susceptible to getting lost, misplaced, destroyed or overlooked, which negatively impacts the quality of a company’s operations, exposing it to time and financial losses, resulting from failure to meet deadlines or contract terms, not to mention the possible consequences of leaking sensitive or confidential data.
Traditional document management unfortunately also entails low level of protection of confidential data, which often cannot be ensured at all with paper documents that are available to anybody with hardly any restrictions in place. Add to that the chaos of a space cluttered with stacks of paper on employee desks – it makes you quickly realise that the traditional ways are getting long in the tooth and obsolete. Fortunately, contemporary companies and organisations are no longer forced to stick with paper documents – more and more conscious and quality-oriented companies, which strive to improve their efficiency and security of their operations, decide to opt for an electronic document management workflow.
Electronic document management workflow entails transforming paper documentation into its electronic counterpart and storing the result of this process in digital resources (either on on-premises servers or in the cloud), thus enabling access to documents from any device connected to the Internet or company intranet. Access to the documents is controller on the basis of procedures introduced by the management, based on which access to confidential information is limited solely to authorised users. Other useful features, such as reminders about payment dates or services allow the companies to avoid delays and the resulting financial losses. Limiting the number of paper documents to the necessary minimum enables an effective implementation of the paperless office concept, thus contributing to the green image of the company, as well as limiting the expenditures on purchasing office supplies, energy consumption and jobs for staff responsible for managing paper documentation.
Document management workflow in practice – which software solutions are worth it?
Electronic document management workflow is carried out using innovative document management systems, or DMS in short. These solutions comprise a class of advanced enterprise-class IT tools, which enable digitisation and improvement of company documentation management workflow. Modern and future-oriented DMS solutions offer an extensive set of features, enabling efficient and comprehensive management of company documentation and handling tasks which entail the use or processing of documentation in any way. Implementing such solutions enables you to not only improve the document management workflow, but also to effectively improve or create a positive image of the company, making it better in the eyes of its customers, clients, employees and business partners.
These days, there are many enterprise-oriented document management systems available on the market, which all offer diverse technological and business approaches to this area. All organisations, which are serious about implementing electronic document management workflows face a difficult task of choosing the right software, whose features will allow them to take full advantage of the possibilities offered by modern technologies, while being future-proof. A worthwhile DMS-class system should offer customisable features for all business areas, while ensuring flexibility, scalability and future-proofing, so that it can effectively support the company in its growth and keep up with the pace of the dynamic changes in the business, as well as in its immediate environment.
The high expectations of contemporary organisations can be met by innovative low-code platforms, the best of which use bespoke technologies that enable implementing changes with immediate effect and comprehensive reporting of all modifications. This enables companies to adapt their business applications to changes resulting from internal factors and external legal regulations, as well as to always use up-to-date tools, adapted to the natural dynamics of the organisation’s growth.
Compared to out-of-the-box solutions and systems developed from scratch, low-code platforms are also characterised by better and more extensive feature sets, as well as much higher flexibility, offering their users to standardise and automate virtually any business process within one system and one environment. This enables quick and efficient development of tailor-made, adaptable and highly functional, yet standardised and easy-to-use applications for any business scenario, which will be appreciated by any company striving to grow its business.