Companies produce a mammoth volume of documents every day and document management in Ontario can help. The information these documents contain is often the cornerstone of a business’s success and marks their ability to operate efficiently. Each document is tied to different processes. Documents are created, forwarded, checked, stored, and above all, searched for time and time again. This takes a lot of valuable time and resources away from employees, which is why it is worth the time looking at document management in Ontario to solve these issues.
This is where document management in Ontario comes into play. With a document management system, you will improve your customer service and save a lot of time and money. For example, when a business sells a product to a consumer, there are product requests, placing the order and creating an invoice, a process that demands a lot of documents in both electronic and paper format.
What’s wrong with paper documents?
In a traditional business, paper documents are stored in a various locations throughout the business. The documents can be stored as a paper document or spreadsheet on the local computer or business server. E-mail correspondence with your customer is stored on your company’s email server. The order is filed in paper format in the file folder, and invoice is saved in the accounting program.
When a customer calls, you need to collect all of the documents from their different storage locations. If a paper document is with an absentee employee or misplaced, the process comes to a halt. With this system, your company can not respond quickly enough and results in poor customer service and much frustration.
Companies that use document management in Ontario have a clear advantage in this situation. The document management system manages all the documents that accumulate during the course of doing business and files them correctly in an electronic file cabinet and every authorized employee has access to these documents on their own computer. By searching for pre-defined indexed words, you can have an overview of the whole process immediately.
With this document management in Ontario system, employees can respond to queries in a matter of seconds without searching for paperwork. You save time, and your customers and partners will be happy. A document management system can do more than this. It can also help you optimize your internal business processes and workflows.
How does a document management system in Ontario work?
Depending on the document types, the process is often fully automated. Paper-based documents are scanned and after scanning, index terms are assigned to keywords. With large volumes of documents, this process is often outsourced to a document management in Ontario company.
For documents already in electronic formats, all you need to do is drag and drop them into the document management file cabinet. E-mails are automatically stored and index with keywords and links to your contact database. And you can see, a document management system can be integrated in any infrastructure and adapted with long waiting times.
Key benefits of document management in Ontario:
- Central document pool for all documents
- Access to all documents
- Global access via internet
- Semi or full automatic storage
- Complete search results
- Process optimization and transparency through workflows
- Reduced storage space
- Protection against fire and water damage
- Documents can be accessed and read indefinitely
- Adheres to legal document retention guidelines
These are strong arguments for document management in Ontario and when implemented, can be used to automate the workflows in your organization, meeting your organizations needs while streamlining many processes, reducing errors and increasing productivity for years to come.
For information on how document management in Ontario can benefit your organization, contact MES Hybrid today.