Take a look around and it’s no secret that we live in a digital world. Over the years, companies have been searching for better ways to manage the different digital business approaches that provide the largest gains in efficiency and productivity at the workplace. The main idea behind this adaptation stems from the transition from paper to digital. When it comes to this transition, many businesses face very common pain points when they make the change over to digital. Fortunately, these pain points can be avoided with a document management solution.
Let’s take a closer look at these common pain points, along with some of the ways you can avoid these headaches with the use of document management.
- Locating a document is a major headache. Without a dedicated document management system in place, there’s a good chance that your documents are stored in various places throughout your office. This means that your employees are spending a lot of time trying to track down specific documents. We are always looking for ways to be more productive at work, and tracking down documents does not help the cause. Document management, along with specific document retention practices and policies, will help store your documents in one central digital location for employees to conveniently locate.
- Outdated file server technology. Most businesses store documents on a file server; however, many of these servers lack the technical features and functionality that enables employees to easily share and update documents. In fact, using outdated technology may be costing your business more than you would assume. Without document management, many employees turn to email to share their documents. Again, this is an insecure method that often creates headaches when it comes to revisions and version updates. Document management makes it easy for employees to access any document and make changes that can be viewed in real time by any authorized employee.
- A lack of mobile access. Most everyone utilizes a smartphone or tablet these days. A lack of mobile access to documents is a major pain point for businesses, especially those with a large number of employees that are constantly on the go. Document management allows easy mobile access to your documents. So let’s say you need a document in the middle of an important meeting. You can simply access your document management system from your smartphone and pull up the document right there on the spot in seconds.
Document management is all about refining your document workflows into a simple, streamlined digital approach to storing and accessing your company’s documents. If any of these pain points above seem familiar, your office can benefit from a dedicated document management system. Contact Golden Gate Office Systems today to learn more.