Article Treasure Cove

An electronic document management (EDM) and workflow system vastly improves corporate intelligence, making scattered information instantly accessible to those requiring it, regardless of source or location. A web obtainable electronic repository enables easy access, centralizing information or guiding to its location in other systems. Whether you are searching for a file, image, email, voicemail, fax, letter, or a real-time status report, Document Management Systems return answers within seconds.

This article investigates typical benefits companies are able to expect from EDM and workflow solutions. It also describes the interplay of “less” and “more” to attain better business results.

More data, less loss.
Faster data capture might suggest an unmanageable workload to managers whose staff is already struggling to grip the incoming work effectively. Though, by capturing data at its source, your company not only reduces time spent on manual filing and searches ; it also raises your business IQ through immediate availability of detailed, real-time information. Checks, forms, and inquiries that would have taken days or even weeks to put in order and send to the appropriate parties on paper can be stored electronically, searched, and forwarded automatically via digital workflow. They can be responded to on the same day they are received, often within hours or minutes. Support staff acquires immediate answers regarding the status of forms, applications, account deposits, and other action items. Auditors and regulatory agencies requesting data that is stored in many places, including emails and voicemail, is able to find what they require. Phone calls, written inquiries, and call-backs asking for status reports are eliminated. Thorough and detailed indexing ensures that there are simply no more ‘missing persons’ or files. Satisfaction substitutes frustration.

More critical information, less vulnerability
The high volume of lawsuits against businesses that break regulations, cannot respond to time-sensitive issues and regulations, or break of security is enough to cause any business manager nervous. File imaging gives managers a distinct advantage, enabling them to preauthorize who can view, annotate, alter, approve, deny, or otherwise act on data and document types as they logon into the system. Critical data, such as Social Security numbers, PINs, or financial and medical records, is blocked or becomes invisible to those who are not allowed to view it, making businesses less vulnerable to security infringements. Detailed automatic tracking means each interaction with a document or data may be traced to a specific staff member in the case of a suspected violation.

Companies that produce or receive large volumes of documents are also susceptible to making costly errors and failing to react on actionable items in the most urgent and logical order. Document Management Systems addresses this problem, providing automatic alerts that notify appropriate persons when new or altered information is received or needs action. Pre-set commercial rules enable automatic prioritization of time-critical material.

More high-level services, less routine work
Another great problem for companies is maximizing the use of each employee’s intellect and strengths, rather than wasting their talents and time on routine tasks that require little thought or creativity. Our society is more mobile than ever. People migrate easily from the role of employee to job seeker when they are not challenged or see no path to career growth.

More satisfied customers, fewer lost capabilities
Document Management Systems and workflow enable companies to reap the reward of better and quicker work with existing employees ; more thorough, precise, and timely information; and enhanced service at a lower cost. Eliminating paper, storage costs, mailing, and waiting times means earlier service and more satisfied customers. In an age where many companies’ products and services are difficult to differentiate, the ability to provide stellar customer service is often the only way to gain a true competitive edge. EDM and workflow provide the corporate intellect that results in a connected view of old and new data, past and present transactions, and information generated far away or near to home. It gives you needed insight into your company, your customers, and aids you understand the influence of, and relationship between, all of your dealings. With EDM and workflow, paperless in fact is more.

Tags: business solutions, business tools, document management, document management system, document management systems