If you’re using document management software only as a way to reduce paper, then you might just be overlooking a slew of other uses. Technology has progressed beyond simple front-end document capture, file, scanning and storage. Sophisticated document management systems today feature embedded workflow, integration, automation, and business process management (BPM) tools that significantly increase your organization’s productivity and efficiency.
In today’s economy, it’s crucial to automate processes wherever possible. This is easily accomplished with the right document management software. For example:
Streamlining Back Office Operations
The right document management solution can enable you to streamline the life cycle of various back office functions, such as accounts payable and receivables, since many systems can be easily integrated with QuickBooks® or even internal systems. Employee résumes, vacation requests and approvals, sick leave, PTO requests, salary increases and other documents can be instantly captured, stored, retrieved, shared, and collaborated on seamlessly as well.
To further streamline your workflow, document management software also includes the ability to add or import documents such as faxes, Microsoft or Office documents, including Outlook emails, Word documents, Excel spreadsheets, or PowerPoint presentations.
Improving Customer Service
By storing customer records or documents electronically, you’ll soon reap the benefits of improved customer satisfaction. Document management software for customer service enables your staff to answer customer inquiries or service requests with “one and done” convenience, since the documents and information they need is immediately retrievable at their fingertips.
Mitigating Risk Management
Whether it’s HIPAA, Sarbanes-Oxley, FOIA, SEC, NASD, The Patriot Act or the dozens of other state, federal or industry regulations – your business is probably impacted in some way. With document management software, confidential and private information is protected at all times, even when sharing and storing thousands of documents. Customer and staff records will never be lost, misplaced, misfiled, or fall into the wrong hands.