Multiple Benefits of Document Intake Workflow Automation | Boilerplate

Businesses have to store and keep track of the documents generated during everyday activities. Indeed, a hell of a lot of documents is generated every day. Owing to the increase of regulations and compliances, the need for document management has increased manifold. Although paper filing systems have given way to electronic Document Management Solutions, there is still a long way to go in automating document intake. Various document management systems use modern storage technologies to manage information stored in texts, videos, and image files.

Problems In Document Management 

 

However, an increase in competition and thrust on productivity calls for automating the whole document intake system. This can ensure that you don’t need specialized people to store, track and comply with documents. You need effective Document Management Solutions for a smooth business operation to be able to handle the complex and collaborative type of working in today’s businesses. It needs to automate document management and cope with the speed and scale of document generation and sharing.

 

Here is a list of problems that document management systems in businesses suffer from. 

 

Multiple Document Versions-This is a big problem for businesses. You may have multiple versions of the same document in your system. It can be frustrating to know that the document you are working on is an old version. This is unwarranted, especially in the case of a legal document management system. So, you need a system whereby you can keep only the latest version for intake and discard or archive the others.

 

Accessibility-Accessibility can be a big issue in document management systems, especially in the case of legal documents which may not be meant to be accessible to others. A modern document management system can ensure accessibility according to the preferences set in the system. This can be a big benefit for the legal cells of companies. 

 

Compliance-Compliance is a big part of businesses these days. Whether it is compliance with environmental regulations, human resource management, or anything else, you need to make sure that you are complying with all the norms while not affecting your productivity. A modern Legal Document Management System can automate the document intake system and root out problems related to requesting, tracking, and storing documentation requests. This is key to meeting compliance requirements.

 

A System with Universal Benefits

 

v  You can smoothly conduct documentation without any worry about what is missing. These systems ensure that you don’t need to send the same item repeatedly. This offers automatic benefits for businesses in terms of enhanced productivity. 

 

v  If you are using federal funds you need to comply with every penny. With a modern document intake system, you can account for every penny with the required documentation. Indeed, compliance requirements are not just for the federal fund; you also need to comply with social security benefits, environmental clearances, financial regulations, and more. 

 

v  Such a system can also help you in resolving status inquiries from those in positions of leadership. No need to maintain and double-check manual tracking spreadsheets. It can keep everybody in the loop about the happenings without any interruption in business activities.

 The Sum Up

 

If you are considering a document management system for your business, make sure that you invest in the right one. Plain vanilla electronic document management systems are passé; you need document management solutions that help you to not just store documents but also track and comply with the documents. However, all the problems already mentioned related to document management system should be factored in when buying one. Make sure that you are buying a document management system that is driven by the latest technology.