Most businesses face a real challenge when it comes to storing and accessing documents, and there can be many reasons why:
- Some documents are in paper format, others in digital format and some are stored in both formats.
- Digital documents are often stored in multiple places on individual computers or in email, cloud accounts or corporate servers.
- People are inconsistent with how they store files, whether digital or traditional.
Does that ring a bell? It’s no wonder, as 82% of workers say their productivity suffers because they sometimes have difficulty locating documents when they need them. Not only does this lack of organization affect employees’ ability to get things done, it also increases the risk of files being lost or damaged and creating security vulnerabilities.
Implementing a corporate document filing system solves these problems by organizing and optimizing the document workflow specific to large companies. In this article, you’ll see how your organization can benefit from a management strategy and how to choose an enterprise-grade management solution.
What is corporate document management?
Enterprise document management is the process of storing, locating, protecting, updating, sharing and retrieving digital documents for large organizations. A document management strategy allows the company to organize, select and configure technologies to implement its document workflows.
In addition to solving productivity issues, many large companies are adopting a document management strategy for legal reasons. To meet government and industry regulations, businesses need a way to ensure they can easily track, secure, and retrieve documents in the event of a compliance audit or request for legal purposes. For compliance purposes, an enterprise document management strategy should answer the following questions:
- How long do we have to keep the documents?
- Where should we store the documents?
- How will we track changes to documents?
- How can we recover documents in the event of a disaster?
The LogicalDOC Enterprise version is the company’s most complete product. It is a scalable and adaptable solution capable of meeting the most challenging document processing needs of businesses and organizations. LogicalDOC DMS is a multi-platform software that provides features for content processing, information management, e-forms, and records management. Visit: logicaldoc.com
Implementation of a document management system in the company
Traditionally, the majority of business documents were either in paper form (and managed using physical processes) or stored on internal servers. Today, businesses are increasingly turning to clouds to store and manage their documents.
The primary tool companies use to do this is a document management system (DMS), a software solution that provides a central electronic location where all company documents are stored and controlled.
While this may overlap with file storage solutions, such as Dropbox, Microsoft OneDrive, and Google Drive, enterprise document management software should go beyond the capability of these services to include the following features:
Document capture and OCR functionality. Document capture features allow businesses that are digitizing their documents to capture content by scanning or photo imaging. Optical Character Recognition (OCR) functionality allows searching and editing of text in all scanned documents, images and PDFs.
Storage, search and recovery. A DMS should be able to store documents in a variety of file types (such as word processing documents, PDFs, spreadsheets, and email) and include metadata for each file. It should also provide tools to organize and search files by various user-defined criteria, as well as provide the ability to tag documents with customizable keyword fields.
Collaboration and version control. Features such as document sharing, simultaneous editing by multiple users, and a revision history with version control are important for enabling collaborative work to track document changes in a DMS.
Integrations. For optimal use, a DMS should integrate with other key business systems, such as accounting, customer relationship management (CRM), and HR. These integrations not only help you take advantage of the document storage and sharing capabilities offered in the DMS, but they also allow you to text search documents across the enterprise.
Customizable workflows. Enterprise document management solutions often contain rules-based workflow functionality. A rule-based workflow allows an administrator to create a rule that dictates the flow of a document through the organization.
For example, a workflow might dictate that an invoice is automatically routed to the accounting department for approval before being sent to the customer. This ensures that documents move quickly through their scheduled workflows; and it provides transparency on the current location of active documents.
Security and compliance. Companies in industries that face significant regulatory challenges like those that provide legal, financial, and medical services will need a DMS with advanced security and compliance features.
These features include audit trails, authorization capabilities, and integration with a device management system to include things like multi-factor authentication. There should also be restrictions on file sharing and data protection features, such as access controls.
When choosing a DMS, make sure it is equipped with standardized and up-to-date security protocols, such as 256-bit AES encryption and SSL/TLS.
By combining an enterprise document management strategy with a feature-rich DMS, your organization ensures employees can easily access all documents, managers can control and review them, and you can protect documents from unauthorized access. allowed.