If you’re using storage cabinets, a file on your computer or an online storage solution like Google Drive, managing a massive amount of documents isn’t easy and inefficient. Employees spend more than 2.5 hours per day searching for the information essential to their jobs and the clutter of documents on paper can become overwhelming and stressful.
However, companies can overcome this issue by implementing an online system for document management. A system that automates document processing and eliminates manual workflows could be utilized to help companies collaborate with remote teams.
The most efficient document Virtual data room management software streamlines a number of processes. This includes taking inincoming documents using scanners or emails and routing them according to pre-defined rules. This allows employees to concentrate on more important tasks. They also provide a wide range of features that help improve accessibility and organization of documents like version control, which keeps track of changes and allows you to restore documents to earlier versions. A robust search tool lets users narrow down their search by document type and index value. Keywords, full-text, and keywords are also useful features.
The top document management systems offer redundancy of data so that your company is able to access vital information even if a server fails or a natural disaster happens. Many document management solutions allow employees to work from the office or while on the go using the web browser, an iOS or Android apps and integrations with ERP software, accounting software and more.