The Definite Guide to Document Management Workflow

For most companies, documents are a part of daily business. Even high-tech organizations invariably accumulate a lot of paperwork that needs to be organized, stored, and secure. That is often done the manual way, which can be time-consuming and costly, especially when you consider the overhead costs involved in ensuring that there’s enough storage equipment and that all files are properly organized. Upgrading to a digital document storage solution can be more cost-effective and practical in the long run. It may be time to start using document workflow software that lets you capture or scan paper files with ease.

In this guide, you’ll learn what document management workflow is about and how it can simplify and streamline the way you manage your documents.

Why you need it

Documents are an indispensable part of everyday work. Sadly, they can also cause plenty of problems in your workflow. Think about the times you spent several hours just trying to find a document from file cabinets, storage equipment, and digital storage devices like hard drives, email, and cloud folders. What a waste. In fact, these activities account for about 21.3 per cent of loss in productivity among IT professionals and workers, as discovered by IDC.

Your organization can benefit from document workflow software if you want to reduce your time searching for files and devote your energy to doing more profitable functions. Document submission, approval, and review often takes too much time when done manually from one desk to another. This analog system can even put important papers risk of getting lost or misplaced.

What you can expect from the software

A document capture client lets you scan any type or volume of documents as an image, so they can be easily stored, shared, and distributed digitally. Some solutions come with practical features such as:

• ICR (hand printed character recognition)
• OCR (machine printed character recognition)
• Bar code recognition
• Forms recognition
• Searchable and standard PDF creation
• Database query and lookup
• Thumbnail document classification mode
• Visual capture designer without coding
• Automatic document cleanup to enhance the image

The document workflow solution also supports active directory user integration and group administration, as well as field input validation and masks.

The right document workflow solution will streamline the way you manage the documents in your workplace so that every authorized user can access them quickly and efficiently. This way, you and your team can get the work done quickly to increase productivity. You just need a reliable and enterprise-distributed document capture solution that is built specifically for the internet, so it can easily be deployed and you and your team can start using it, even with minimal training. Moreover, it will help you maintain your documents from anywhere.

How it works

A robust document management system isn’t just a cloud storage solution where digitally captured documents can be stored and backed up. It’s a remarkable framework that can improve collaboration and streamline workflows as it implements and encourages the free flow of important data throughout the organization. In fact, a robust document workflow software system can enhance your efficiency at work and make a better impact on the organization’s bottom line.

A document capture solution delivers high-quality digital documents that are more accurate, reliable, and easier to manage than paper versions. Switching to it means that your office can use less paper and reduce its total waste. It’s also safer to keep documents in digital format and in the cloud, as back-ups can be made and you don’t have to worry about losing data because of human error or accidents like fires.

Be sure to work with a reputable and experienced provider of document workflow solutions that can tailor the right system for your workplace. Document management can be scaled to the type and size of your organization. It can be designed to work the way you want so it will be easier to implement, learn, and use.