Even today, countless businesses rely on file cabinets and manual methods of storing documents. These documents do not only take up a lot of space unnecessarily, but searching and retrieving them also becomes a hassle. What’s more, getting physical copies of documents approved can also take a huge amount of time, resulting in delays and lost opportunities.
Intelligent document management systems aim to solve all of these problems by automating everything from organizing documents and storing them to retrieving them efficiently. With document storage systems, you can rest assured that your documents will always be indexed and tagged with the right metadata, offering more context about the document and what it’s about. This does not only make it easier for teams to get complete visibility over their files and how they’re stored, but also allows systems can search for these files accurately in just a few milliseconds.
Collaboration also becomes much easier with a document and content management system. Instead of having to manually scan and organize documents, software takes charge of the entire process from start to finish, making it much easier and quicker. Then, any teams that need to access a certain file or document can access it from the same centralized location instead of working on multiple copies stored in different systems. This does not only make decision-making faster and more efficient, but also ensures that people don’t end up with the wrong or outdated version of a file.
How does electronic content management work?
Electronic document and content management software comes with a number of features and capabilities that make it easier to store, organize, manage, search, and use documents whenever they are needed.
Modern-day document automation workflow software, such as Intalio Document, comes with features like document capture, which allow users to easily add both paper-based and electronic documents to a central catalog that serves as the repository for all records.
With capabilities like bulk import, document management software is also able to ensure that all required documents will be added to the central repository with minimal human intervention.
Once all the required documents have been uploaded, it’s time to start categorizing them properly based on certain rules and parameters. Once a proper structure has been established, you no longer need to figure out rules for every new file that needs to be uploaded as the document management system will automatically take care of all your filing needs.
When all the data has been stored and tagged properly, collaboration becomes a breeze. You can access files directly through your browser, mobile devices, or tablets, and review or even sign them with integrated apps and suites like Microsoft Office. This increases productivity tremendously as you don’t need to go through additional steps just to approve documents or make small edits.
The Problem with Traditional Methods of Document Storage
Paper-based storage does not only take up too many resources but can also be quite difficult to manage. Folders and cabinets need to be dedicated to documents, files are more prone to damage, and people often need to rely on memory or guesswork to find what they need.
What’s more, it’s very likely that a document is accidentally stored in the wrong location which can cause a lot of trouble. At times like this, it becomes nearly impossible to find the required document without going through all possible locations in which it could have been stored, which can take a very long time.
Reviews and approvals are also very delayed when dealing with paper-based documents instead of digital versions. Paper-based documents often get lost in heaps of files, approvals are delayed because documents are forgotten about, and documents can even become unreadable due to issues caused by weathering, water damage, or simply because the ink fades away with time, rendering the text illegible.
Features of An Intelligent Document Management System
A well-implemented content and documentation management system replaces these paper-based issues with digital efficiency. Documents can be scanned, indexed, and stored in a secure and centralized repository. People can then use metadata or text from the actual document to search for the document and find it within just a few seconds at most.
Features of a strong system include:
- Document workflow automation that ensures all documents are sent to the right location
- Robust and secure storage solutions for documents
- Strict version control to prevent teams from working on the incorrect version of files
- Document scanning software that handles bulk uploads with minimal manual effort
- Electronic content management systems that allow internal workflows to be managed easily
These tools and features do not just allow for easier storage and collaboration, but also keep documents secure and ensure that all processes are smooth.
Ready to experience the power of intelligent document storage at your organization? Request a demo to find out how Intalio Document digitizes documents and can revolutionize your document management systems.
