10 benefits of a document management application for your business
Document management apps are an effective tool for optimizing business processes in various fields. In the previous article, we have explained which features are essential for every document management system.
This time we will go through the main benefits a document management application can bring to your business.
1. Document management apps are environmentally friendly
When you think about the amounts of paper documents used in the workflow of your organization, you would probably recognize that it is not really environmentally friendly to keep and dispose of all this paper.
We live in the 21st century and it is trendy and reasonable to be conscious and care about our environment. A document management system will make the workflow in your company as paper-free as possible.
Many a little makes a mickle, so why not implement a document management app in your enterprise to contribute to the protection of our planet?
2. Accessibility
In speaking of accessibility, let’s consider cloud-based document management apps, as they are a popular option which creates a number of opportunities to enhance the workflow.
Cloud-based means that all the data used in the application is stored on the provider’s server and can be accessed over the Internet.
There is a number of benefits that cloud-based storage gives you and probably the most important one is the flexibility it gives to your company and your employees.
You can access all the files you need over the Internet, from any device (provided you have an mobile version of your document management application) and wherever you are.
3. Document management apps spare you human resources
If you are concerned about the price you have to pay for the document management application, try to compare it with the price you pay to your secretaries and assistants to do the job related to document management.
Probably you should also think about the time your company loses on all those operations with documents. Your employees could do something much more productive than that thus bringing more profit to your company in the long run.
4. Integration with other systems
Keeping ‘scattered’ software systems in the company that does not synchronize with each other can be quite challenging and even annoying.
It is much more convenient to allow all your enterprise software systems such as CRM, ERP, BPA and eventually document management apps (primarily web) to interact and exchange information with each other so that your employees don’t have to do this manually.
It enables to save time and reduce errors in the work process. It won’t be a problem to implement such a feature during custom mobile or web applications development.
5. Improved workflow
This is obviously one of the most general and important reasons why businesses implement enterprise software. Improving the workflow means that the new products will save you time, reduce stress among the employees, decrease error risks thus increasing productivity, effectiveness and eventually profit of your company.
Thus, a document management app used in your enterprise will also contribute to the enhancement of your business processes. Read more about custom mobile and web app development for workflow automation.
6. Enhanced information security
Keeping your information safe from undesired access is crucial for leading a viable business. You surely do not want the confidential information and data of the company to leak out, neither by intrusions nor by unfaithful employees.
Document management apps from reliable providers allow setting different access levels for employees, saving your information from hacking and securing that each file can be seen only by those who are allowed to see it.
7. Keeping your desk and cupboards clean
Transferring all your documents from paper to a digital document management system or application will allow you not only to do a good deed for our environment but also to yourself. If you like orderliness, it will be much easier to keep it when all your files are in the system and not scattered across your office.
Surely, then you will have to keep your document management system in order but it is easier, isn’t it? This feature is one of the most principal and spread ones in custom web and mobile app development as a solution for document management.
8. Simplified search
Big index chapters in conventional old-fashioned reference books are used less nowadays. Sure, they are convenient for search but what if you have lots of documents with thousands of pages and you have to find all information on a particular topic in these documents.
Searching through all this may take an hour or two, a day, a week or even a month. However, when all these files are in a digital system, it will take you a few moments or minutes to check all the keywords and their occurrence in these files.
9. Simplified collaboration
Teamwork is important in many fields. Usually, when you lead a project, you need several people to work together on it. Thus, you should make the discussion and collaboration processes as obstacle-free as possible to make sure that your team works at full capacity.
Therefore, you should reduce time-consumption for unnecessary tasks, allow leading discussions easily and control the work of each particular employee. And this is what each basic document management application allows its users to do.
10. Robustness
Keeping your information on a protected server provides much higher security levels than keeping your documents on paper in your office. So, they cannot be destroyed physically (unless all your provider’s servers get damaged simultaneously) or viewed by a physical intrusion.
Certainly, cyber threat exists and surely will exist, but if you choose a reliable service provider, you can be sure that your documents are safe.
The software development team at Smartum Pro offers custom mobile and web application development to help optimize business processes and increase the effectiveness of the clients’ companies.
We offer custom development of document management apps that will include all the features you need to meet your goals.