Document management is a digital system that is changing the way businesses operate.
Utilizing modern technology and cloud-based platforms, document management systems store and file all business documents in one place.
A document management system is not just for storing and filing electronic documents. Employees can upload, share, edit, collaborate, view, and comment on documents across teams and departments.
Document management systems allow businesses to say goodbye to clunky filing cabinets and rows upon rows of bankers’ boxes. They make paper filing a thing of the past and save valuable time and resources, streamlining systems and reducing human errors like paper misplacement.
In addition, businesses switching to an electronic, online document management system are also tackling modern-day issues like security and data protection regulations being enforced across the world.
Document Management Boosts Data Security
Paper files are not only a hassle to deal with and store, but they are also a security risk.
Many documents that pass through a business daily are full of sensitive information like personal client identification, financial analysis, or higher-level documents meant for executive team members and nobody else.
Paper files can be misplaced, misfiled, left out on desks or in copiers, and have to be physically stored in areas that may not be the most secure. In addition, physical hazards like water and fire can ruin paper documents completely.
Businesses in the modern world need to be operating with the best technology to ensure the components of their business are safe, secure, and operating smoothly.
Online document management keeps everything in one place through a system that is set up and accessed solely for your business. This means only your employees have access to it. When a person leaves, they lose access and when a new staff member onboards, they have to be invited to join this system.
By moving away from physical paper copies and original documents, everything is backed up on the cloud as well. This means a business can have an entire archive at its fingertips online. Historical records can be filed and renamed appropriately, accidental deletes can be recovered, timestamps are automatic, and files can be searched through with the ease of typing a keyword and clicking a button.
Online document management systems can also include additional protection features such as restricted folder access, password access, or limited-time access. This allows documents to be shared with confidence, stored with protection, and safe from physical harm.
Fulfill Regulatory Compliance Policies
While businesses should always have a level of document protection in place for sensitive employee, company, and customer/client/patient information, there are also local and federal laws and regulations for data.
Confidentiality regulations such as HIPAA or being GDPR (General Data Protection Regulation) compliant are very real situations for businesses today across many industries. These are just two examples of protection laws that organizations need to be aware of and comply with.
Businesses are obligated to keep sensitive information collected and utilized by their company safe. Employees and customers alike need to be able to trust that the business has the correct protocols, guidelines, and systems in place. Therefore, having the right document management system is an extremely important component of this larger setup.
Document Management Ensures Smooth Workflows
In addition to the safety and security measures an online document management system puts into place, it is also hugely effective in improving and streamlining workflows.
A document management system forces everyone across a business to operate in the same space. Centralizing where employees can store, file, read, write, share, and access information makes things extremely organized internally and is also immensely efficient.
Access to a team or department’s internal documents, files, training presentations, meeting notes, etc., are all consistent. Guidelines can be put into place for file names, and folder creation and onboarding become easier because new staff members know exactly where to find, view, and contribute to things with their team. Document management systems can be organized with online resource hubs or resource banks where new personnel can access training documents, HR information, overall company strategy presentations or quarterly released reports.
Managers do not need to worry about random documents being stored on a desktop or in a physical folder. Employees can access documents from any device, whether at home, traveling, or in the office.
Not only is onboarding easier with a centralized document management system, but departing employees do not need to cause added stress. Everything that a past employee has worked on is located within the document management system, so a manager or new replacement hire can pick up where the last person left off. In addition, access to the company’s system is controlled, so businesses do not need to worry about disgruntled employees logging in after the fact to delete or compromise documents or team files. The last day of work is the last day they have access to the document management system.
Document management systems can start simple and be built out over time. They scale with companies wonderfully, and because of the cloud-based data storage can be extended to add more users and/or data storage capabilities. Document management systems alike sync into larger business management systems and across other online business platforms.
Document management systems have paved the way for more efficient, more effective, and more compliant business best practices. If you are interested in learning more about how switching to an online business management system can benefit your San Francisco business, contact Golden Gate Office Solutions for more information.
