Beyond the basics of document management software
3 ways to use DMS (document management software) for more than just scanning and storing
If you’re using document management software just as a way to cut down on paper, you may be overlooking a host of other uses. There are many other ways that you can use to reduce paperwork; Over the past fifty years, technology has progressed beyond simple front-end document capture, filing, and storage. Today’s sophisticated document management systems feature built-in workflow, integration, automation, and business process management (BPM) tools that significantly increase your organization’s productivity and efficiency.
In today’s economy, it’s critical to automate processes wherever possible. This is easily accomplished with the right document software. For example:
1. Optimization of back office operations
The right document management solution can enable you to optimize the entire lifecycle of various back office functions, such as accounts payable and receivable, as many systems can be easily integrated with QuickBooks® or other accounting software or even systems internal Employee summaries, vacation requests and approvals, customer suggestion requests, sick leave, PTO requests, salary increases, and other documents can be seamlessly captured, stored, retrieved, shared, and collaborated Instantly.
To further streamline your workflow, the document software also includes the ability to add or import documents such as faxes, Microsoft® Outlook emails, word processing documents, Excel spreadsheets, or PowerPoint presentations.
2. Improved customer service
Clients are used to the idea of things being done quickly and efficiently. By storing customer records or documents electronically, you will soon reap the benefits of increased customer satisfaction. Document management software allows your staff to respond to customer inquiries or service requests with the convenience of “one and done”, “fast, fast and fast service” is the key to customer satisfaction; today, especially since the documents and information they need can be immediately retrieved at their fingertips.
3. Risk management mitigation
Whether it’s HIPAA (Health Insurance Portability and Accountability Act), Sarbanes-Oxley, FOIA (Freedom of Information Act), SEC (Securities and Exchange Commission), NASD (National Association of Securities Dealers), the Patriot Act or dozens of other state, federal or industry regulatory laws – your business is likely to be affected in some way. With document management software, confidential and private information is protected at all times, even when sharing and storing thousands of documents. Customer and staff records will never be lost, misplaced, improperly filed, or fall into the wrong hands.
In conclusion, never forget these three ways to use document management software (DMS): simplify back office operations, improve customer service, and mitigate risk management; they are extremely important to the future success of your business.
