Without document management software, paperwork can be highly inefficient, with mountains of paperwork getting disorganized, lost or damaged. Paper documents can also take up a lot of physical space, forcing the company to allocate space for filing cabinets. Document management software provides an efficient way for organizations to scan paper documents, convert them into easily accessible files and store them in an organized way, creating a paperless office.
One of the many paperless office benefits is that document management can ensure that the company remains in compliance with state and federal laws by ensuring that requests for legal information are identified and quickly made available.
Employees sometimes need access to documents very quickly. However, these documents can be difficult to locate in enormous databases. Document management software often contains document search features, which allow for an employee to type a query into a search engine to retrieve the most relevant document. The documents themselves are also fully searchable. OCR software converts images into text, allowing the search engine to read it.
Employees often waste hours searching for necessary documents. Businesses sometimes lose documents that were necessary for accurate decision-making. Customers can become frustrated when questions are not answered promptly. Search features can prevent these problems and keep work streamlined.
Electronic documents are much easier to access from remote locations. Paper documents can be faxed, but in a less efficient manner and with the cost of paper. Plus, when a paper document is requested, the requester must ask someone to actually place the document into the fax machine. With paperless office solutions, the file is immediately accessible from anywhere, allowing for customers and traveling staff to access a document whenever needed.
Company data can become overwhelming. Document management software helps management simplify the process of analyzing large volumes of data in document form, ensuring that companies can make smarter decisions, cut costs and get more done.