Steve WierbinskiHow businesses manage important documents has changed quite a bit throughout history. Information that used to be housed in filing cabinets and rolodexes is now stored digitally, often in one central IT hub.
This digitization trend is a good thing, although not everyone is well attuned to navigating new technology. If you’re considering a switch to cloud-based document management, here’s how to generate buy-in for a smooth transition.
The Benefits of Document Digitization
If you’ve ever tried to retrieve a file from a box or filing cabinet stuffed with pages, you know the headache of figuring out what folder houses what forms. Even alphabetical and other simple filing systems can quickly fall apart and cause stress when forms are misplaced, not returned to the correct folder, etc.
These issues can be resolved through an intuitive cloud-cased document management system that simplifies searching and retrieving files. Through customizable file attribute systems and search fields to find files with only a fragment of information, it’s a no-brainer that businesses have made the switch.
Why is Document Management Software Important?
Cloud-based filing systems offer more than just organization and storage. Some unique features many cloud platforms offer include workflow automation, easy-to-use file sharing, and secure collaboration features that comply with data security needs.
Workflow Automation Simplifies Processes
As previously mentioned, the ability to search for documents with only a bit of information (i.e. a staff member’s name or email address) can simplify retrieval significantly. Saving time otherwise spent sifting through files to find critical information can boost productivity, which can be motivating to staff.
This can also speed up and optimize customer service. Third-party signature verification has become a popular alternative to having staff or clients physically sign documents.
As the workforce shifted to hybrid or fully remote work settings during the pandemic, remote-friendly platforms like DocuSign became lifesavers for remote hiring and other business transactions.
Share and Collaborate with Ease
Gone are the days when collaborators needed to scan or mail completed physical forms over to desired destinations. Information has become easier than ever to retrieve with search bars, index fields, and other features to find the forms you need. This can speed up file sharing for processes including:
- Hiring new team members
- Employee and client onboarding
- AP/AR workflows
- Vendor collaboration and onboarding
- Internal project coordination
- Client services
How Files Are Stored in Cloud Storage Systems
There are many ways to set up a digital filing system, depending on how your business categorizes documents. Some examples of index fields you may choose to sort files by include:
- File types (i.e. client contracts, tax forms, hiring documents like offer letters, etc)
- Status (i.e. approved vs pending, etc)
- Customer name, email, or phone number
- File owner
- Date created or updated
Introducing Cloud Document Management Solutions to Your Workplace
Ask your managed service provider about the best ways to transition over to cloud file management. It will likely be a gradual transition from hard copies to digital filing systems. However, making this crucial switch will result in a more efficient, secure, and productive document management system.
