Document Management Software and Systems in 2022

Implementing a formal document management system should be a priority for companies in 2022! Every business process is affected by IT, so use it to transform how business information is stored and how records are made available to users and external stakeholders. Establishing a central document repository will enable the efficient storage and distribution of... The post Document Management Software and Systems in 2022 first appeared on Docusoft.

Document Management Software and Systems in 2022

Implementing a formal document management system should be a priority for companies in 2022! Every business process is affected by IT, so use it to transform how business information is stored and how records are made available to users and external stakeholders. Establishing a central document repository will enable the efficient storage and distribution of your firm’s documents and records. It will help you organise your business files and make them available on-demand, allowing users to find the information they need; quickly and with minimal effort.

A document management system is a vital component of any business’s digital infrastructure in 2022. However, the effectiveness of a document management system will rely on its implementation, the design of the filing structure, the transformation of business procedures into digital workflows and the ease of adoption by its users. Therefore, choosing the correct DMS should be determined by the overall business requirements, the impact on existing business processes and its ease of use!

There are many different types of document management systems in use by a diverse range of industries. There are simple solutions where files are stored on cloud-based file servers. Some solutions focus on workflow but offer basic tools to assist with document management. There are other systems, like a CRM, where the focus is on company and contact information that allow documents to be stored in the CRM database, assigned to individual companies or contact records.

Whatever your needs, a priority should include the core requirements of a robust, reliable filing architecture and ease of use when storing and retrieving documents.

More advanced document management systems have evolved from the rudimentary provision of these core requirements to include many important features. Integrate with a CRM to use client and contact data. Integrate with Accounting software to display key financials. Tools to manage workflow automation and tracking jobs and tasks. So, in 2022, expect a useful document management solution will help address the following:

Time Management
A considerable amount of time is spent handling paperwork, looking for records and information; searching through documents, reports and email communications. Improving the way tasks are managed saves time.

A document management system integrated with a client portal will reduce time spent gathering documents, passing them from one system to another, tracking delivery, sending reminders to clients etc. A DMS integrated with an accounting system can let users see documents requested for AML checks and they can also review key financial deadlines all in one central repository. Using a central system that assists with practice management may save you considerable amounts of time. The automation of business processes releases time that can be spent on more profitable, productive and pressing tasks.

Reducing Errors and duplication
This is one of the most common problems when there is no central location for documents and records to be stored.

The repetitive process of entering data manually on more than one system is likely to result in errors being recorded, calculated or interpreted. Filing related issues will also be commonplace. One document with the same title can be filed multiple times and in various stages of completion, or the same email can be filed multiple times by recipients.

Missed Deadlines and Reminders
A system may also include features to help practices manage day-to-day processes. These may include the simple allocation of client jobs and the management of diaries, the automation of activity reminders to notify users of upcoming deadlines and client events or an overview of task schedules.

Easing training and standardising process
No matter how experienced a new employee is, it can take time before they become productive, so a certain amount of training is always needed! By standardising business processes, it makes it easier for firms to grow. When new employees join a business, they will find it easier to use an intuitive software solution. They will be able to manage standard business processes that are easy to comprehend. The outcome? Less training and onboarding times are likely to be reduced.

Ease of access
The workplace has changed beyond all recognition. With more remote working and hybrid job roles, the document management system must offer the flexibility to provide granular access to users. Nowadays, a document management system will need to offer definable levels of access to users with different roles. Access and any user activity that is undertaken can be logged and stored for review. A ‘must have’ is the ability to share selected documents with external users, especially when the information is sensitive! Sharing private documents is normally a complicated process and is not always as simple as finding a document, copying it and attaching it to an email! (Something that we strongly advise against). The system should be accessible via a range of devices including laptop, tablet and mobile, and preferably using a web browser or mobile app.

The post Document Management Software and Systems in 2022 first appeared on Docusoft.