As the impact of the COVID-19 pandemic on the business world has proven to us, having access to our documents and files from anywhere is invaluable. In 2020, working from home became the norm for many professionals, as companies across the country took measures to ensure the safety of their staff while mitigating the spread of the virus. While many were able to telecommute without skipping a beat thanks to solutions such as high-speed internet, smartphones, Virtual Private Networks (VPN), Voice over Internet Protocol (VoIP), and video conferencing platforms, some struggled to do their job effectively without access to certain documents, records, and files. Those companies utilizing a document management solution did not face this hurdle.
One of the biggest benefits of document management is quick and easy access to your documents. By digitizing them and storing electronic versions of these files in a centralized location, you’re storing them with the objective of conveniently retrieving them as needed. Document management enables you to search for files by a keyword or phrase in a document or an index category applied to the file or folder. No longer are your employees required to manually search for hard copies of paper documents stored in filing cabinets or storage boxes, which can lead to wasted time and fruitless rummaging. And you’ll also say goodbye to lost or misplaced documents, which prove to be costly in business. Whether you’re working from home, a hotel, a client site, or back in your office, document management makes it easier than ever to access the files you need to do your job.
This improved access will also benefit collaboration among employees and clients as well. Rather than passing a paper document back and forth between parties working on it via email, the cloud, mail, or courier, they can work on an electronic version shared among all, one they can all review, modify, and approve—based on permissions—from multiple locations in real-time. Version control will ensure everyone is working on the latest version of the document while preserving older versions for recovery purposes just in case.
Document management makes life easier for employees no matter where they’re working from. Improved access to your files is just one of the many benefits this solution will bring to your business. To learn more about what document management can bring to your company, contact us today.
