As digital technology continues to strengthen its presence as an invaluable business tool, we must strive to find ways to maximize the benefits that we can get from it. Improving your company's technological capabilities, however, is not just all about purchasing the latest, greatest computers, routers, etc.
You also need to invest in the right software that will allow you to make the most of the power provided by your hardware. In this regard, one of the most important tools for your business to own is document control software. Here is how it can boost your business:
Less digital clutter
While switching from paper documents to digital documents will certainly make it much easier to manage your organization's portfolio of documents, a poorly managed digital filing system can still quickly get out of hand. It can be so cluttered, in fact, that important documents are accidentally deleted – just because they ended up in the wrong folder. Document control software resolves this issue by putting in place a streamlined document management system for you. The better document software solutions are so good at this that when you use it, finding your documents when you need them will be easier than an internet search.
Time consuming document management functions can be automated
By its very nature, document management creates a great deal of redundancy that drags down the operating efficiency of your entire organization. For example, saving an accounting file would usually require you to locate the folder that you normally store it in and make sure that it is properly named. This adds up to what is seemingly an insignificant two minutes. When someone is managing fifteen documents per day, however, that is 30 minutes wasted each day. This time adds up to 130 hours wasted each year and for ten employees making $20 per hour, that is $26,000 down the drain each year.
Many types of document control software can automate most of your business processes, so your entire team can spend more of their time on the job doing actual work.
Better document security
In a world where a digital attack is a real threat, you need to use every security tool available to you. A good software solution will help you handle your digital documents in the most secure way possible. Some solutions even allow you to fully customize who can access your documents and provide other security measures.
An improved ability to convert paper documents into digital ones
Even after you have converted your entire portfolio of paper documents to digital files, you will still occasionally encounter paper documents. You should be able to convert these new documents to digital files without any hassle. Many software solutions make this easy for you by reading, pulling text from and even categorizing documents as you scan them.
Enhanced document access
There are often times when accessing a document would be a big help, but you are on a different computer than the one on which the document is stored, or you are just away from the office, but in need of a file on your main office's internal network. Document control software makes it easy to access terabytes worth of data on any device – including your mobile phone – anywhere you have an internet connection. This way, you can access and share your documents whenever you need to.
Are you in control of your digital documents?
Good document control software allows you to manage all of your digital documents the way you want to. Its benefits improve your organization's operating efficiency and ultimately boost your business.