Considerations for efficient document management systems

Physical paperwork is no longer necessary in the enterprise, as it not only environmentally unfriendly but also creates unnecessary clutter, chaos and confusion in today's highly digital work environment. The consumerization of IT is a major driver behind the paperless business, as more employees demand the ability to access mission-critical information and documents from anywhere at any time. In a paper-bound world, this is simply not possible.

This is encouraging the use of document management systems that allow organizations to convert traditional paper files into digital records. While the use of these technologies promises more convenience, the wide variety of offerings creates challenges, as finding the right solution may be difficult. To mitigate these troubles, decision-makers should look for certain features to ensure they select the proper system for their organization.

Essential document management characteristics

The amount of documents that can be scanned in a single day is one of the most important attributes of an efficient document management system. Decision-makers may need to do a little research and review how much paperwork their organization processes each day. By using this information, executives can determine if they need an automated solution, as scanning dozens of files each day may be inconvenient and impact other important initiatives.

Different document management systems also have varying importing and creating capabilities. While some solutions allow individuals to build files within the actual platform, others require records to be created elsewhere and scanned in from portable storage devices. If a company considers the latter, executives need to determine how fast reports can be imported, as a slow process may take an employee away from completing other tasks.

Although document management systems can improve workflow and eliminate the need to store sensitive records in filing cabinets, this also means that decision-makers can't simply lock a door to keep outsiders away. As a result, enterprises need to ensure they select a solution that has the appropriate amount of digital security to protect sensitive information. In other words, document management systems need to be compliant with industry regulations to avoid the exposure of confidential data.

While leveraging document management systems can enhance overall productivity in the workplace by making life more convenient, companies need to be sure they choose the right tools for the job, as inefficient solutions may add even more problems.