3 ways to use DMS (document management software) for more than just scanning and storing

If you’re using document management software only as a way to reduce paper, you may be overlooking a host of other uses. There are many other ways you can use to reduce paperwork; Over the past fifty years, technology has progressed beyond simple front-end document capture, archiving, and storage. Today’s sophisticated document management systems have 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 administrative operations

The right document management solution can enable you to streamline 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 internal systems. Employee summaries, vacation requests and approvals, customer suggestion requests, sick leave, PTO requests, salary increases, and other documents can also be captured, stored, retrieved, shared, and collaborated on. 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. Improve customer service

Customers are used to the idea of ​​getting things done quickly and efficiently. By storing customer records or documents electronically, you’ll soon reap the benefits of increased customer satisfaction. Document management software enables your staff to respond to customer inquiries or service requests with “one and done” convenience, “fast and timely service” is the key to customer satisfaction; today, especially since the documents and information they need can be retrieved immediately at their fingertips.

3. Risk management mitigation

Be it 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 the dozens of other state, industry or federal regulatory laws – your business is probably affected in some way. With document management software, sensitive and private information is protected at all times, even when thousands of documents are shared and stored. Client and staff records will never be lost, misplaced, archived or fall into the wrong hands.

In conclusion, never forget these three ways to use document management software (DMS): streamlining back-office operations, improving customer service, and mitigating risk management; they are extremely important to the future success of your business.