Document Management: Why It’s Important and How to Implement a Process

by Carter Toni

Document management is important because it helps any company create an easier way to create, store and search for vital documents. Companies used to file paper records in an extensive network of filing cabinets that took up entire rooms, but now, because of new document management software, all important documents and records are kept in one place, the cloud. This kind of storage means all employees can access any file or document from anywhere, which is a marked improvement over the old ways that employees used to access files.

Why Is Document Management Important?

Document management is essential to modern businesses because it replaces an out-moded, obsolete system based on paper. Document management has evolved to become something done by computers, and online document management systems that do not take up any physical space or require paper. This system saves companies time and money since they do not have to manually enter data into a single file, print a copy to share with other departments, or store it somewhere.

Now, any department in your company can create a new document and enter it into a single folder or location so anyone can access it. The ease of access applies to anyone, anywhere, since many document management tools sync with cloud-based platforms like Dropbox or Google Drive so you can save every change you make to the document without having to worry about creating a backup.

Document management also helps you ensure all your documents are made according to legal compliance standards like privacy and data-sharing laws. You can input these standards into the software you use to ensure that every template contains certain fields like your company name or a legal disclaimer so you don’t have to apply it every time.

Why Not Use a Central Server to Save Your Files?

File servers are physical machines that store files and other important data, while also providing the processing power to fuel modern businesses. File servers are where many companies store their important files and data, but they are different from the cloud-based storage that other document management software uses to keep files safe and accessible. Cloud-based servers also use physical machines but the maintenance, security, and access are all provided by cloud-service providers who manage the physical infrastructure, while also providing 24/7 security, technical support, and assistance.

There are pros and cons associated with using on-site, physical servers (pros: secure location, cons: huge start-up costs), just as there are advantages and disadvantages to using a cloud-based system. Companies need to figure out what system suits their business needs, budgets, and scale, while also figuring out what needs to improve in their document management framework.

Document Management Software as a Solution

Document management software is an ideal solution for any business that is looking to:

  • Cut costs on unnecessary expenditures (paper, hardware, maintenance costs)
  • Streamline the document creation process
  • Ensure problem-free, uninterrupted workflows
  • Secure all its important files and track any changes

The truth is, document management software is now the norm, and any company still using paper files, antiquated storage methods, and manual data entry is at a major disadvantage. Document workflow solutions offer a simple, easy-to-use program that eliminates these inefficiencies, while also giving your company a more centralized, secure process to create files, store files, and keep track of what your employees are doing.

But document processing automation does so much more. You can also edit and modify important files using a built-in PDF editor, which is standard for most document automation programs. Document management is much more than creating and storing files, and any astute business owner should look for a program that has a lot of features but is reasonably priced.

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