The primary value of document management software (sometimes called document imaging) is to process, capture, store, manage and track documents within your organization. By tightly managing your critical business information, processes start, execute and complete in a stable, predictable, measurable way.
It is almost impossible to design and implement reliable business processes and digital workflow without fully featured document management software.
The necessary components of a DMS...
Document management software has standard components to secure and manage information. The more robust platforms offer additional capabilities. These include:
Capturing and storing: Easily OCR and intelligently index documents from a variety of sources such as email, PDFs and office documents, scanners and printers, network drives and more. Then store these indexed and usable documents in a central, secure repository.
Control access and security: Set group, user or document-type rules to control access rights to certain information. This is essential for confidential documents such as contracts, employee records, and more. Digital document archives must prioritize security and access control.
Finding and retrieving: OCR and intelligently index documents automatically for automated organization and simplified findability. Users can instantly access documents from any device, within or outside an office environment, to support the process at hand.
Sharing and collaborating: Securely share documents between users with full access rights, version control, and other precautionary measures to ensure the integrity of the information. Provide editing, annotations and task management to help users make the most of the information when it’s in their hands.
Records management: Apply retention rules, security profiles and disposition templates to ensure information is correctly stored and destroyed according to regulatory compliance.
Robust integration methods: Securely and reliably move information between your document management software and other systems of record like CRM, HR, ERP and more. Integration can happen programmatically through APIs, through native connectors, or through basic screen mapping.
Document management in human resources
HR has some crucial decisions to make such as whom to hire, how to improve the onboarding process and how to best manage employees.
Document management software assists HR managers with these critical areas by automating the OCR and capture of employee records, HR files and business documents into a central repository. From there, HR managers can create simple workflows to manage these critical areas. Consider these examples:
Finding the right talent is easy because applications forms and email are stored in one central place for easy retrieval by decision makers, and information flows effortlessly between team members.
The employee onboarding process is improved as managers can create digital workflows for all new hires, e.g., you can send automatic welcome and orientation emails
Document management in finance and accounting
Achieve efficiency in finance and accounting areas such as accounts payable, accounts receivable and financial audits.
Realize a new pace in accounts payable by:
- Quickly and easily capturing paper and electronic invoices
- Assigning documents to predefined file structures for easy retrieval
- Automatically matching invoices to purchase orders
- Providing unique workflows for the approval process
- Avoiding human errors, reducing invoice handling, and eliminating manual data entry
Speed up invoice collections by linking related documents to the order process so that you can create and process invoices faster, and track and manage payments. You can, for example, combine invoicing with release workflows.
Finally, you can store a full and secure record of all business transactions which helps during an audit process. These include emails, contracts, and other confidential information. Access this historical information when you need it, without delays.
Document management in sales and marketing
According to a CSO Insights survey, “88% of sales professionals are unable to find or bring up critical sales material up on their smartphones.” The result? Longer sales cycles and lost deals.
A DMS solves this problem by — among other things:
- Capturing leads with web forms that can then be routed to the right sales team
- Storing critical sales and marketing material in a digital repository for retrieval
- Sharing relevant documents and information with team members securely
Ultimately, your employees become empowered, productivity improves and sales and marketing functions better.
Each customers requirements will differ, meaning a bepoke package will be required. To book a consultation with XBM to find out more, please contact us.