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It can be a challenge to manage a large amount of documentation, whether you use file cabinets or a computer folder or an online storage system like Google Drive. Employees are forced to spend over 2.5 hours per day searching for information that is critical to their jobs and the mess of paper documents can become overwhelming and stressful.
The good news is that organizations can fix this issue by switching to an online system for document management. A system that automates document processing and eliminates manual workflows could be utilized to assist organizations collaborate with remote teams.
The most effective document management systems automate a variety of processes, including the collection of documents from scanners and email attachments and routing them according to defined rules, freeing staff up to focus on more important tasks. They also provide a wide range of features to improve document organization and accessibility including version control that keeps track of changes and allows you to roll back documents to earlier versions. A powerful search tool allows users to narrow their search based on document type and index value. Keywords, full-text, and keywords are also beneficial features.
The best document management solutions offer redundancy of data so that your business will be able to access vital information even if the server goes down or a natural disaster occurs. Many document management systems are also fully mobile and allow employees to work from their office or on the go using an internet browser or an iOS/Android application, and they provide options for integrations with accounting software as well as enterprise resource planning (ERP) applications, and many more.