Top Workflow Tips for Effective Document Management

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Dynamsoft contributed an article to SMBCEO that ran Apr. 18, 2017. Start reading it below.

Effective document management has become an essential component to maximizing productivity for just about any organization and this includes small businesses too. There are many small businesses that are part of paper-intensive industries. These include healthcare practices, financial services companies, firms that work with government agencies, and more. As the paperwork mounts, so does the case for effective document management.

To maximize productivity, many businesses are turning to document management applications. But, employing a document management application alone will not help. In fact, doing this alone may doom it to failure from the start. There are critical best practices that users must embrace to ensure ROI from any document management application.

The Capture Component

It all starts with the capture of a document into a document management system (DMS). This is the first step in starting effective document management. There are mainly two types of documents to capture: paper documents and electronic documents. Paper files can be turned into electronic files via a scanning module. Once captured as an electronic file, businesses can greatly save time and money in not having compared to dealing with paper documents. There are extensive studies showing the monetary and productivity benefits of going paperless.

Most offices today use a mix of paper and e-documents, which can include PDFs, Microsoft Office files, and more. These can typically be imported into your chosen DMS. So, a first consideration is how easy is the capture part. Usability can be the catalyst to widespread use with staff or the point of failure of adoption. A good DMS can be adapted to fit user needs rather than the other way around.

In addition, just about every business that uses a DMS can benefit from optical character recognition (OCR) technology. Upon scanning, OCR extracts text from scanned document files or prints so they can be made into searchable/editable e-documents. An online OCR service would be helpful if you don’t have an in-house IT department.

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