It is not just annoying but also is hurting your business if you don't have pivotal information needed to provide customer service, complete a transaction, or adhere to compliance standards. However, scan, archive, and retrieve are just the beginning of a well-designed Document Management System (DMS). Workflow automation further improves your paper-intensive business process and provide greater accuracy than manual process.
Even the best workers often spend too much time performing menial, tedious tasks that ultimately add little value. How much time is spent routing work to teammates or superiors and awaiting a response? How much of their workload could be easily outsourced to a software program?
Combined with workflow management, a DMS can automate any business process. Documents that are “born digital” never need to be printed – they can be routed according to your business rules entirely electronically. Paper documents entering your business can be scanned, useful information on those paper documents can be captured, and then routed. Here are a few examples of paper-intensive process that your business can take advantages of a DMS:
Accounts payable and invoice processing can be streamlined with workflow and document management. Index and store for easy retrieval all invoices in your company. Having invoices in a central location allows for version control and an audit trail if an invoice needs to be updated and allows multiple users to access an invoice at the same time (try that with a stack of paper invoices). With workflow management, an invoice can be received, routed for approval and payment, and then archived entirely digitally. Speeding payment by routing invoices around bottlenecks can allow you to take advantage of early payment discounts and reporting keeps payment claims and discrepancies to a minimum.
Human resources can use a DMS to capture documents and associate them with an employee's file. For employee dismissal or compliance reasons, information for each employee – like emails and attachments, performance reviews, etc. – can be linked to each employee. A DMS can also help companies keep up with certifications and renewals.
The benefits of a DMS are abundant. Please contact us when you are ready to transform your business process with: