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Document Management: Taking Advantage of Modern Technology to Improve Processes

It doesn’t matter what industry you’re working in, the size of your client list or how many members of staff you have at your disposal, everyone wants processes to be completed as efficiently and effectively as possible. This could mean hiring more staff to cope with the tight deadlines and extra demand in peak periods or it could be investing in a new machine to help you to complete specific parts of the project that humans just can’t do any quicker.

Document Management

Document management is an area of business that is extremely important, especially in industries where all paperwork needs to be completed and signed off, such as construction. In this industry, people might be sent off to sites hundreds of miles away from the head office – even a completely different country – and when tasks are completed, sections of the risk assessments and the project file itself will need to be signed by the project manager and maybe even a legal team before they can move onto the next stage. In the past, this was done on paper and sent by mail to the head office, checked and sent back which could take anything up to a week. However, modern technology has enabled it to be done much more efficiently with the likes of offering document management software that has been designed specifically for this kind of purpose.

With different documents needing to be seen and signed by different people in various locations, processes need to be quick and easy and document management software has enabled this to happen. No longer are administrators having to manually file pieces of paper in a filing cabinet or to take photocopies or scans of documents before sending them off to other people working on the project, as collaboration software enables the same document to be shared online with all relevant users who can be granted access through a series of login details to ensure that security is not compromised.

Due to the files being automated, even the people working away from the head office can have access, meaning that information can be shared quickly and easily with updates being given whenever there is news to pass on.

Other industries have benefitted from similar software solutions, including the legal sector, where files are regularly being sent all around the country between solicitors and legal teams, helping to get all of the necessary information to compile a case. Previously, files would be delivered by courier but with such sensitive information involved this was always a serious risk. However, online collaboration software – such as document management – has taken away a lot of this risk and files can be shared in an instant through the cloud, as opposed to waiting for it to be delivered by hand.

This article was written by freelance writer and mother of three, Kathryn Thompson.  Follow her on Twitter: @katht35