There may never come a time when we no longer need paper, despite the growing popularity of digital-only papers. Therefore, you must have a strategy for dealing with both physical and electronic records simultaneously. However, while electronic document management systems are helpful across the board, some departments may reap greater rewards than others.
Accounting:
Invoices (paper or electronic), copies of checks, and tax returns will all benefit from being stored in a single online area, which is accessible by the Accounts Payable and Accounts Receivable, Tax, and General Accounting departments. Use of several online cabinets or custom index values allows for the secure storage and protection of sensitive departmental documents from view by employees not directly involved in the project.
Not only may you save digital copies of your paper documents alongside your customers' financial information, but most document management solutions are also compatible with accounting software. Documents can be easily categorised as:
Keeping track of sales and purchases with ledgers Money and bank records Replicas of all relevant receipts and invoices
Funding for Employees:
Stacks of paperwork continue to be the bane of an HR manager's existence. Records such as applications for benefits, W-2s, and resumes are subject to retention schedules enforced by human resources departments (lengths vary by document type, state and industry). Employees will be more efficient than ever if all of this information is stored in one central location and can be searched by a variety of criteria (including, but not limited to, last name, first name, department, employment date, and more).
Employee records no longer have to be stored physically either on or offsite for a specified amount of time. The Uniform Electronic Transactions Act recognises scanned documents as legal originals so long as the time and date of the scan are recorded and the owner can demonstrate that the document has not been altered (UETA). Document management systems typically keep an audit trail that includes information like who accessed a file, when, and from where.
Marketing and Revenue Generation:
In spite of the common misconception that sales and marketing are "paper-generating departments," they do, in fact, produce valuable records and correspondence that should be preserved. It is imperative to have the final, signed contract in the event of a dispute. Consider the use of a paper trail of e-mails between a client and a salesperson in the event of a dispute over whether or not the client was informed of a particular feature or function (or lack thereof).
You're in Cape Coral, Florida, and you're trying to hire a graphic designer but you can't seem to find the proper one. Locate a suitable London employee. With online document management, marketing groups can more easily pool resources from all over the world because documents are accessible from any computer with an Internet connection.
Assisting Customers in Need:
Put information such as customer bills, product details, and contract conditions online so that frontline workers may reply to questions while clients are still on the line. It is much easier to provide electronic versions of the files with just a few clicks.
The head of a major online retailer's call centre is certain that the electronic system document management company uk use of a document management system has resulted in significant gains in productivity and reductions in paper management expenses. She continued, "Instead of rummaging for paper in one of twelve filing cabinets in response to vendor and customer questions, my employees can now pull up any document relevant to that customer or vendor to answer problems and enquiries."
Legal:
Businesses have a lot of official paperwork that needs to be taken care of, such as franchise tax renewals, licence renewals, and annual meeting reports. Legal documents include contracts, leases, and rental agreements; lawsuits; and bankruptcies. There is typically more than one variant of the relevant paperwork. With everything in one location, you can easily tell which version is the most up-to-date, and you can use index values or keywords to locate the specific document you need.
Every department could benefit from better file organisation and less chaos generally, yet some departments have much more paper to deal with than others. If these divisions put forth the effort to organise their paper and digital documents, they may reap the time, money, and space benefits afforded by online Document Management Process, which will ultimately enhance the bottom line.
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