Can you imagine what it would be like if all business correspondences—both internal and external—still took place via snail mail? Not only would your offices be overrun with even more paperwork, but communication and decision-making would also take at least three times as long. It seems silly to even consider that organizations would still be using such an antiquated communication method in a modern workplace when there are far better and more efficient options out there, right?

Effective and efficient document management in the twenty-first century necessarily means digitizing and automating processes, but not all organizations are on board with this. In fact, many are still using manual business processes, and there are many ways you can cut operational costs by adopting a digital document management strategy instead.

Invoice automation can be a complicated process given that you'll have to learn how to employ it as well as understand its terminology. Some companies fail to understand the different invoice automation solutions that exist or are satisfied with their current invoice processes as long as they function. Others also don't have the IT staff capable of conducting it. However, the benefits are extraordinary and worth looking into. Your organization can automate each step of the invoicing procedure include invoice scanning, data capture, processing, and payment, helping it grow without the need to add staff. Here's how your company can conquer invoice automation and make it a useful tool.  

Enterprise content management (ECM) is a vital tool to employ when your organization is seeking the most efficient document management setup possible. With so many systems available, choosing the best one that can manage your increasing volume of documentation can be a challenge. Finding ECM software that is affordable while also meeting everyday demands is critical, and these features should take precedence when you explore your options. 

As an employer, you want staff to have a clear understanding of what you expect of them in this position. After all, time is money. The more time your employees spend trying to figure out what they should be doing, the more money-making opportunities are being put on hold. Businesses have lost billions due to employees failing to understand their tasks and, as a result, short-term career transitions have increased. An effective onboarding process involves providing employees with the necessary tools to prepare them to start, and it also reduces the time spent filling out paperwork.

Content services are advanced measures that are transforming the enterprise content management (ECM) industry. These are a set of services and micro-services that are separate applications sharing common APIs or repositories. Content services have added a more holistic approach to solving content-related problems. Businesses can capitalize on their investments while extending their capabilities to remote workers, partners, and clients making the content process more transparent. Various elements make content service more reliable so that they will improve organizational productivity.

Why Is It Important?

Though more companies are embracing content management practices at varying levels, some still fail to understand the terminology. Some companies also struggle to take a comprehensive strategic approach with these practices. It speaks to their lack of understanding of ECM – a centralized platform used to consolidate digital content storage – and how it functions.

You may have been asking for an automated document management solution for a really long time, or perhaps, you’re just starting the conversation. Either way, if you’re having these conversations with executives you’ll need to be prepared to present a solid business case for the transition. Any major change has the perception of complexity, high costs and disruption for the sake of disruption. While the benefits may be clear to you and your team, often you’ll face some opposition from leadership if you don’t communicate the need properly.

There are tons of best practices for implementing and using document management systems. You’ve read about all the benefits and likely seen dozens of tip sheets about how best to utilize an electronic system vs. a paper-based one. If at times the amount of information available seems overwhelming, stick to a few essentials.

Companies have always relied on data. For decades, data like customer and vendor info, employee records, AP/AR invoices, etc. lived on paper, in files, and stored in filing cabinets. Electronic filing systems have started to replace paper document management processes, but the need for a well-planned filing system remains at the fore of every process strategy.

Once you’ve implemented an electronic document management system, you might find that it isn’t exactly working the way you’d expected it to. You’re waiting to reap the benefits promised to you. Perhaps, you’re still finding it a chore to use effectively. Not every DMS will work the way you expect, and even if it has the capacity to, it needs to be implemented properly.