The workplace landscape has changed. Working smarter is essential to work-life balance. Efficient processes and procedures are favored to meet the needs of knowledge workers. Since they desire to use their time for revenue-generating strategies. With this goal in mind, implementing automated workflows and document management systems is integral. Document management does not just pertain to maintaining a centralized database of core documents pertinent to business operations. It also supports email and text integration.
Gone are the days of pen-to-paper face-to-face meetings. Email and text message communications are now customary practice. Both are great document control examples. Companies looking to save and archive emails and attachments, or track text message communication rely on document management solutions. Thankfully, document management software is a comprehensive digital document filing system that integrates text and email with ease.
What is document management?
Do you remember the room that could only be accessed by employees with a key? It was in the basement or an unused office. The room was filled with cabinets and storage boxes that were alphabetized. These cabinets and boxes contained internal documents. An old system that once worked but proved redundant and inefficient in a modern workplace that relies heavily on technology and Windows document management.
To accommodate these shifts large organizations and small businesses use document management systems. They use file management techniques to keep an electronic centralized document repository where they track and store documents. It is a digital filing system that reduces long-term costs and assists with work automation. Also, in future litigation, managing all digital communication with document control and management helps manage future risk.
Simply put, document management systems, DMS, are an electronic roadmap for all documents including text and email communication. At any given time, employees can retrieve internal documents, email, or text correspondence and synchronize them to workflows where other employees can share or edit attached documents. This is an efficient record management approach. Seeing how well it integrates with different forms of communication is a great document control system example.
The Benefits of Document Management Systems
Sifting through past email correspondence in search of documents or information relevant to an ongoing project is mitigated with a document management system’s electronic file storage automatically indexing information. Employees can easily locate emails in the electronic data system and share them with team members who have access to them.
Why is document archiving useful? Document management solutions provide an intuitive integrative approach that ensures a seamless collaborative workflow. Larger projects require different teams to simultaneously work together to build individual parts needed to meet a desired goal.
It is easy for client deliverables to get lost in a series of emails. Along with redundant administrative tasks, the first few hours of work spent drafting and responding to emails should consist of solidifying details needed to complete tasks and not tracking down project documents in communication threads. Knowledge workers favor cloud document management software for knowledge management.
Integrating document management software for non-traditional content such as email communication for cross-team collaborations also prevents project lags when onboarding new employees or making internal adjustments. Further, a document management strategy ensures electronic file management best practices. Thus, improving adherence to company email and text message communication policies for compliance and security. Having a document control policy also prevents the potential for data loss.
On-demand Document Management Software Is the Future of Work
Companies are also using the same document management method for text messaging. Business is now conducted in the palm of your hand. Giving clients on demand a la carte access to account managers means that text message communications will also contain vital details and documents that need to be stored in information repositories. Documenting text message communication should not be overlooked.
More than ever, companies need to use cloud document management. An electronic document system that audits trails for non-traditional collaboration that entails communication with remote team members or international offices. File management strategies and a document management system review option enable workers to access documents sent by text message to edit and view them while maintaining compliance measures.
A detailed view of the original document with each revision is documented. Employees do not need to look for an old text message since their device is synced to the document management software.
Ensure Document Management Best Practices
Document management systems enhance the capabilities of today’s smartphones equipped with the same applications also found on Desktop computers. Since travel is a core component of maintaining connectivity for international offices or clients. Employees utilize these cloud document management applications on their mobile devices for efficiency. It is a digital filing system for businesses that supports the complexities encountered by modern knowledge workers who are required to multitask and work while on the go.
Having access to digital document management on mobile devices provides freedom to travel without cumbersome devices like a laptop which proves to be a nuance during airport customs checks. An employee traveling from the New York office to the Boston office not only has doc control access to shared documents on their mobile device but also the other locations where their company is located.
Scale Business with Document Control Systems Knowledge Management
Supplying a temporary laptop or access to a desktop computer connected to a document management program is a step forward in the modern workforce. Knowledge workers believe this software is the best document repository. Document management is a future-forward productivity innovation that allows companies to scale business while cultivating a workplace that gives knowledge workers the work-life balance they desire.
FAQ
What is a controlled document?
A controlled document is a file stored on a centralized database. It is a document shared within an organization that goes through a series of audits, reviews, and changes.
How do document management systems work?
Document management software is a digital document filing system that stores all company documents in a centralized database. It is software that audits, tracks, stores, and manages electronic documents.
This article was written by Hanifa Sekandi for M-Files a leading knowledge work automation and document management software. (Industry: SaaS)
