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A guide to document management and automation

If your business keeps paper files in a filing cabinet, you need to pause and read this article.

Gone are the days when office spaces remained cluttered with paper documents. Nowadays, we have automated document management. This software safely stores and manages files quickly and efficiently. And, you can use document imaging to convert your paper files to digital ones.

So, let’s dive in and learn more about automated document management.

Digital documents

It’s important to understand that digital documents exist in different file types and formats. Some types of digital documents include:

  • Text
  • Image
  • Video
  • Audio 

And, different file formats include:

  • Text document (.txt, .doc, .docx)
  • PDF
  • Spreadhseet (.xls, .xlsx, .csv)
  • Presentation (.ppt, .pptx)
  • Image (.jpeg, .jpg, .png)
  • Video (.mov, .mp4)
  • Audio (.wave, .mp3)
  • HTML

Businesses often make use of many different files and file formats. They often also need to convert files to other formats to meet their needs. One of the standout features of document management is that it ensures documents are all stored in the correct file format. 

What is a Document Management System?

Document Management System is a platform for managing, organising, and storing documents as electronic files. However, don’t confuse document management solutions for cloud-based storage. 

Cloud storage allows you to store, organise, and access digital files from multiple devices or a mobile app; however, file management remains manual with this type of storage.

If you need to manage your electronic documents manually, you’re perhaps not in need of a document management system. 

Conversely, a document management system provides small businesses many value-added features, including:

  • Security
  • Compliance
  • Automated workflows
  • App integrations
  • Version control

Why use Enterprise Content Management (ECM)?

The benefits of ECM are evident. The abovementioned features alone will completely revolutionise your document workflow. 

Furthermore, ECMs ensure adherence to compliance laws and guarantee you stay ahead of the competition and never suffer hindrances associated with regulations. 

With nearly half of all cyberattacks targeting small businesses, having a solid security system protecting your business documents is vital. If your company faces a cybersecurity attack, you could lose an entire customer base and, worse, your whole business.

Document automation significantly increases a business’s efficiency. Automation offers the following:

  • Organises documents
  • Streamlines the retrieval process
  • Provides centralisation
  • Protects sensitive information
  • Allows for access controls

By integrating apps, you can further streamline your workflows to increase productivity. For example, employees shouldn’t have to open several applications to work on a project. Instead, they should use one centralised system for faster and better access.

Having version control allows all employees to view previous edits made to a document and track its progress. It further aids compliance and makes communication more effortless than before. 

These are just some of the many advantages of automating document management within your business. 

Get started with Document Management today

Say goodbye to paper-based systems that waste time and other valuable resources, and invest in an automated document management system. 

Your business will reap the rewards in no time. 

If you’re ready to get started, contact us at Daisy Business Solutions. We’ll customise the best solution for your business.

Daisy Business Solutions is a proud Partner of the NSBC

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