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13 Benefits of Document Management & Workflow

by K Logan | Jun 30, 2016

benefits of document management More and more organizations are turning to electronic document management and are automating business processes. With the overwhelming amount of regulations and paperwork required of so many industries, whether by industry standard or government regulation, offices are often overwhelmed with managing files, due dates, reports and audits. With the shift towards an operating mentality of doing more work with fewer staff, many offices struggle to keep up with the paperwork. Documents get lost, valuable employees spend too much time keying in the same data to different applications and bottlenecks form during critical processes.

Document management software and business process automation provide the means for offices to manage high volumes of information much more effectively.

Here are 13 benefits of business process automation and document management systems:

  1. 1. Makes documents more available.  When documents are electronically scanned, they can be simultaneously available to any authorized parties, 24/7. Documents are easier to recover in the unlikely event they are misfiled too, so you don’t have to worry about losing files anymore.
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  3. 2. Manages certifications and due dates. Thanks to date tracking capabilities, you can ensure that everything from supervisor approvals to required annual recertification happens in a timely manner.  Without a spreadsheet, without auditing paper files.
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  5. 3. Cuts out redundancy. Both document management and workflow integrate into existing software applications, including online software, to take out redundant steps, wipe out all of the data entry your staff has to do and make processes happen faster.
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  7. 4. Reliably routes documents. Documents can be set to go through a prescribed series of actions and notifications are set to alert appropriate staff members when they need to take action. And if they don’t complete their action in the prescribed amount of time, alerts are sent for that too. The document stays in one location and is easily accessed electronically.
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  9. 5. Sends alerts as determined by you. The thing about documents is, they don’t come and tell you when a due date is approaching. You need someone searching paper files and keeping track on spreadsheets, chasing people down, etc. With a document management and workflow system, due dates, specific requirements, non-approvals, incomplete actions are all monitored and alerts are sent out to the appropriate parties, as prescribed by the manager.
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  11. 6. Gives you full transparency. Every action taken with a document is tracked, making everyone fully accountable. This eliminates misplaced blame and finger pointing, and provides an extra layer of security for documents.
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  13. 7. Organizes your documents. Tasks stay organized and in view – nothing drops off the radar because of notifications sent via email or platform pop-ups. Replaces unorganized task reminders, post-it notes, white board jotting and memory lapses.
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  15. 8. Removes data silos. When information sits in silos, nobody wins. Using document management and workflow software that integrates with your core applications allows you to bring your data together to work better for you.
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  17. 9. Reduces time to complete reports. Whatever reports you have to complete – the information can be compiled in half the time when information is stored in an electronic repository. Information can be with document management.
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  19. 10. Makes audits stress-free. When you’re subject to compliance mandates and audits, record keeping takes on a whole new layer of responsibility. When your documents are tracked and accessible 24/7, aggregate information is easier to compile and due dates are managed, audits are a piece of cake.
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  21. 11. Eliminates human errors. The more we take human data entry out of the equation, the fewer errors you’re likely to encounter. Advanced optical character recognition (OCR) software pulls designated information from your documents as they are scanned into the system. This information can be searched and used to trigger actions, often without data entry.
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  23. 12. Improves communication. When you don’t rely on manual notifications of completed actions or required next steps, you tend to have an improvement in communication. The automation provides that communication for you, so teams are consistently apprised of relevant tasks and processes.
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  25. 13. Grows businesses and reduces costs. Reducing errors, improving communications, streamlining and automating processes and scrapping redundant tasks makes for a faster and more productive staff, allowing them to get more done in less time, which reduces your costs. It can also translate to a faster time to market for your products and services, an ability to increase your output, and happier customers.
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The bottom line is that managing documents electronically and using automated business processes makes it easier to access and manage information, freeing up staff for more important tasks while ensuring the integrity of your data. With benefits like these, its little wonder so many industries are seeing mass adoption of these technologies.

 

How are you managing your most vital information? Milner Technologies provides a full suite of document management solutions that can revolutionize the way you manage information. Contact us for a free demo.