Doing More With Fewer People Everyone is trying to do more with fewer people, and in these times, the need for efficiency is even more critical. Time spent filing, searching for documents, re-filing, and managing the boxes full of archives is time wasted.
View Larger Image Summary: Six reasons why a document management system is necessary for your organization. They are requesting the latest version of a critical policy document she urgently needs for a meeting arrives.
You begin by looking in the likely places starting with your department folder you think it should be in — no luck. No problem, you will just use the search box to find the document, typing in a predictable title. There are plenty of document matches for your search but you know that none of them is the document you seek.
Panic sets in and your boss is now calling your desk phone, as she is late for her meeting. Whether it is neglecting to archive or delete the outdated version of documents, images, files, assets, etc. Subscribe for Intranet Tips Luckily, there is an easier way.
Document Management is a way organizations can store and track all of their documents in one, central location using their intranet or other digital asset management software. By having the ability to quickly access documents and share them through an online workspace, such as an intranet, it allows users to work together on the same project with no hassle.
Through other collaborative features included in your intranet software, these documents can be saved and shared among employees throughout the organization. Our customers often ran into that problem before moving to a Document Management system.
By having document management software, it is easier to keep track of documents and keep them up-to-date. Users can simply upload a document then manage the updates and versions online through their intranet.
Our Document Management feature includes an automated archive and clean-up function to better organize and maintain documents. If we go back to our scenario above, it took so long to locate a specific document, that the boss was late for her meeting. This is costing the organization in man-hours and potentially costly mistakes without arming managers with the best information available to make the right decisions.
With a few clicks of the mouse, the document can be found and used accordingly. You can include Quick Links to popular or important documents on your intranet homepage to make the search even faster.
Having these documents online and accessible from anywhere is more efficient and can save a lot of time and stress. Because of this, it enables employees to be more productive and ultimately more efficient.
The time spent searching for documents through several different cabinets can now be used to get more work done. An intranet allows the company to store all its documents and data digitally in one organized place. This can be accessed on the intranet from any computer or mobile device with permission.
With our read and agree feature you can, with a couple of click of the mouse, select and notify everyone in your organization to let them know that they need to read the updated policy.
You can even give them a deadline. This ensures they are not going to forget. At any time, you can pop into the policy assist area to check and see who has confirmed.
Or have examples of how Document Management has helped you and your organization? The Intranet Connections team would love to hear about it. Please comment below with your stories.What is a Document Management System in SharePoint?
Let me first explain what I mean by SharePoint Document Management System. I don’t mean that you would recreate your file share/network drives folder structure and migrate 50 GB of documents into 1 document library.
Some DM systems, such as Adobe Document Cloud Standard, have e-signature functionality built-in while others need to integrate that functionality from an outside source.
Document management is the process of handling documents in such a way that information can be created, shared, organized and stored efficiently and appropriately.
As such, learning how to create a document management system is critical for businesses. What is document management software and do I really need it? That’s probably the question that led you here in the first place. Well, considering that about 60 percent of an average employee’s day is spent working with records or documents, you can see how efficiently managing that information.
7 days ago · A document management system, however, is specifically designed to manage all enterprises documents that have been digitized and need to be used in various business processes across the enterprise.
Regulations requiring the need to maintain data compliance; Outlook users get their own integrated document management system with Docusoft. Simple Ways to Help Prevent Putting Confidential Information at Risk.