How to Successfully Move to an Automated Document Management System

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Given the huge benefits that an automated document management system offers, it is no wonder that so many businesses are opting out of physical paper and “share drive” document storage. As a consequence of having a more streamlined operation, you will reduce the workload and encourage significantly greater productivity in almost every aspect of your business. A paperless environment also means you no longer require a dedicated storage space for the numerous file cabinets that have dominated offices. Follow these tips to make the transition to a paperless document management system seamlessly.8

Understand Your Current Workflow

Having a strong understanding of your business from the inside out is imperative to choosing the right document management system for your company. Not all systems are designed or created to help all styles of business, and you will need to find the best one for you. Understanding all aspects of your business and how they function fully enables you to discover inefficiencies, which can then point you in the direction of the right automated management process.

Choosing Your System

There are many features and attributes out there, so define the requirement for your business. Understanding your existing business and the gaps in your current processes reveals which features are necessary and enables you to choose the right system for your organization. For example, some of the common features are workflow automation, retention management, advanced security, search, e-forms, scalability, document revision control and seamless integrations with your current systems such as email and your accounting system

As you choose the most important features that your business needs, consider how the document will move through the process, and what your expected end result is. This will help you understand the features you will definitely need, and the additional benefits that may serve your company down the road. Don’t be afraid to upgrade to a more extensive solution that can grow with your organization. The increased return on investment from the cost savings and increased efficiency is worthwhile.

Permissions-Based Access

This often comes down to the preexisting system; if you separated your employee structure by high-level access and low-level access groups, then these should also be features of your new automated document management system. Much of this analysis will come as you analyze your current business processes. Make sure that the users with high-level access can create and manage documents that can only be accessed and changed by the authorized parties. Conversely, you also want to ensure that everyone has “read” access to all of the documents that they need to perform their role in your organization.

Pair the Automated System with In-Office Elements

These elements refer to your in-office software and hardware. You want your new automated system to integrate seamlessly across platforms, so as to maximize the efficiency and productivity that was promised during the sales process.

Automation

When you mapped out your existing business processes, you should have identified inefficiencies in the workflow that are costing you unnecessary time and money. These process issues are often the result of bottlenecks or gaps in your current process. Before automation they are often difficult to spot until after they have a significant impact on your organization. Automation is tailor made to resolve these problems and the unforeseen expenses; enabling your files and documents to move through unimpeded and consequently faster. Should your new process slowdown in the future, you can set up reporting and automated notifications designed to alert you as a process slows so that you can deal with the issues before it the issue becomes obvious to your team or your customers. Auditing will now be a cinch, instead of the painstaking process it was in the days when paper dominated.

In sum, you may need to spend some time ensuring user adoption, so that everyone in the office can be quickly brought up to speed on how to use it throughout their daily duties. A system that integrates well with existing systems and facilitates delivering relevant documents to users effortlessly while they are working in their normal systems can be a real boon to productivity. The goal is to foster secure and efficient access, which makes everyone’s job easier, all while benefiting the bottom line more than before. In addition, an automated electronic document system will crystallize your workflows and provide management reporting on your business processes, presenting you with all the tools you need to make decisions.  To start your organization’s digital transformation journey, contact CASNET today for a free expert consultation.

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