Improve your document management workflow with these amazing tools

Author Maria
Updated August 24th, 2021
Category #Document Management
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With the advent of technology, organizations have successfully reduced paper waste with digital documents. However, the new challenge was to streamline the document management workflow. People can easily achieve paperless document management with document management software. In addition, it can help you create a better synergy among various departments.

The daily paperwork in any office largely revolves around invoices, leave/holiday requests, purchase orders, insurance claims, taxation papers, proof of delivery, supply chain information, vehicle documents, etc. Document management in physical (hard-copy) form is a cumbersome process that is prone to errors, loss of paper, and even confidentiality.

Essential tips to improve your document management workflow

It doesn’t matter whether you are a local business or a global enterprise; paperwork tends to be overwhelming for all organizations. Managing all the papers and documents is never easy. On top of that, misplacing important papers is also a major concern. Keeping the above facts in mind, we bring you some genius document management tips:

  • Standardize Your Filing System

A standardized filing system allows you to store, search, and navigate files easily, efficiently, and quickly. The best idea would be to create folders with the department’s name and then create subfolders depending on the access level to each file. You may also want to give crisp, clear, and easy-to-remember names to the files and folders.

  • Declutter Regularly

A wise woman once said, “clutter is nothing more than postponed decisions,” and we completely agree. Cluttered files create chaos, make things less efficient, and you’ll find them when you need them the most. In simple words, cluttered files have Murphy’s Laws written all over them.

  • Invest in Paperless Document Management

Paperless document management allows you safe storage, easy file management, and quick document retrieval. The best thing about paperless document management is that you can access it from anywhere you are, provided you are using a cloud-based file storage facility.

What is the purpose of document management?

Investing in a paperless document management system offers a plethora of benefits to your organization:

Cost Reduction

If your organization is still using paper-based documents, you know the high cost of stationery items such as pens, papers, ink bottles, folders, file cabinets, etc. On top of that, you’ll also need to spend a lot of money to hire filing staff to store, secure, and retrieve the files as and when required. With a pdf document management system, you can easily overcome the costs involved in buying stationery items time and again.

Convenience

Organizations store documents so they can retrieve them when required. From transactional to legal to research purposes, these needs vary substantially. As a result, it becomes tedious to retrieve a particular file from numerous documents. With a document management system, you can easily retrieve data by simply looking for it by name in the system.

Better Workflow

Creating, storing, and retrieving files manually is not only cumbersome but also a timely affair. The workflow of an organization depends a lot on how quickly files and documents pass through various departments. Therefore, a smooth and consistent flow of information is essential to maintain efficiency in the company. With smart document management, you can easily improve your organization’s workflow with digital media’s lightning-fast flow of documents.

document-management-workflow

More Security

Not every document is for everyone’s eyes. Some documents should have limited access. Annual performance reports, appraisals, patent-pending designs, a new formula, and a new composition are just a few examples of such confidential documents. Storing such documents physically makes them vulnerable to theft, misplacement, and even getting damaged in a fire, flood, major leakage, or pest infestation. In simple words, you should never rely only on the physical form of documentation.

With document management software, you can safely store all the important customer documents. Of course, it would help if you had robust document management software that stores the files in an encrypted form, or at least in a password-protected system. A cloud-based document management system also ensures all your documents are safe even if the hardware gets damaged or stolen.

Best document management software that helps you go paperless

Let’s take a look at the various document management software that can help you streamline your business:

PandaDoc

A cloud-based document management system, PandaDoc is all you need to improve your marketing department’s efficiency.

Why choose PandaDoc?

PandaDoc brings you a plethora of benefits such as:

  • Easy navigation
  • Clean and intuitive UI
  • Free plan
  • More than 100 ready-to-use document templates
  • A simple and efficient drag & drop document builder
  • Powerful tracking feature

DocuSign

A complete document management system, DocuSign also works as a document signing tool. In addition, it offers amazing customizing options without compromising on security.

Why choose DocuSign?

Companies of all sizes and verticals trust DocuSign because of its:

  • Ease of use
  • Report logs
  • Custom forms
  • Signature groups for tasks
  • Document tracking

iLovePDF

An online document management software where you can create, compile, edit, and separate your PEF files without breaking a sweat. iLovePDF is among the most popular PDF document management software.

Why choose iLovePDF?

A rapid and consistent rise in the popularity of iLovePDF is because of its:

  • Usability
  • High-quality files
  • Hassle-free management of files
  • Multi-platform compatibility

Why should businesses use document management software?

We have discussed almost every point on the purpose of document management systems. And yet, we know may still wonder why your business needs document management software. The answer lies in the growth potential that document management system offers. With streamlined document creation, compiling, storage, and retrieval, you can easily improve your growth prospects.

With an efficient CRM document management software, you can easily retrieve customer documents as and when required. As a result, it will help you in maximizing customer experience. You’ll also be aware of the customer journey and see where a potential lead is stuck in the funnel. With this information, you can create a strategy where the lead moves faster through the funnel and finally converts into an actual customer.

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