If you’ve ever had a pile of documents accumulate on your desk, you know just how challenging document management can be. Not to mention the issues that can arise when essential documents are misplaced or damaged.
Because of that, document imaging management services have become increasingly popular, as it allows digitizing your physical document copies and transferring them to a secure digital database.
However, some of the integrated document management solutions have issues that can disrupt the workflow in your company and lead to various problems along the way.
Let’s look at some of the most common issues and the ways you can address them.
Documents Across Multiple Platforms
Going digital with your documents solves a lot of problems. In fact, the vast majority of the time, the improvements in productivity and convenience can have a dramatic effect on how your office functions.
However, at the same time, document scanning solutions management comes with its own issues, which usually arise from the fact that companies embrace digital technology without a structured plan to fall back on.
And one of the most common problems in that situation is that the documents end up in multiple places, which can actually make retrieving and protecting documents a bigger challenge than before.
On one hand, it makes sense that different employees might have different preferences for storing and accessing documents. Some like to share documents through email, while others like to have them on Dropbox.
However, if you don’t have a process for centralizing document storage, you will find yourself with a big problem sooner or later.
The inconvenience of this is just part of the issue. But then there are the security concerns, which can actually put your entire company in jeopardy.
Luckily, today’s document management systems are becoming more integrated, allowing documents to be shared on various platforms while still maintaining them all in a secure and centralized cloud storage solution.
Documents Getting Lost
Even though it’s technically impossible to lose a digital document, documents going missing is still a common issue in companies that don’t have a centralized data management solution.
And sometimes, retrieving that document can cost hundreds or even thousands of dollars, not to mention the damage to the reputation and potential legal issues.
Because of that, one of the most critical steps when digitizing your documents is determining the type of management system that you want to use.
As mentioned before, accessibility should be a top priority, but at the same time, you need to be sure that there’s a convenient but reliable protocol for how the documents are uploaded, managed, and shared.
That way, even if a document can be accessed through third-party apps, you can still rest assured that they will remain protected in your database and will be available whenever you need to use them.0
If there’s one common nuisance with digital documents, it’s the often-inefficient process of signing and approving them. At least when you’re dealing with a paper document, you can just slap on a signature and pass it to the person that needs it, right?
Well, the good news is that today’s integrated document management solutions are becoming much better at providing a seamless workflow environment for employees and superiors.
The leading document management solutions today come with a full range of actions such as document signing, sharing, and authorization.
These solutions allow you to set the practices and processes that you want, customize them however you like, and then provide your employees with a simple and intuitive process that makes document management a breeze.
Instead of struggling to get the right signatures on a document, you can get the task done automatically, sending out email reminders and getting the right people to sign in as quickly as a few minutes. All of this without compromising security or providing access to people without authorization.
To make the most out of the solutions that are available today, it makes sense to consult with an experienced document scanning and management company that can help you implement the best practices used by leading companies today.
Annoying Data Entry
No one likes to manually enter data into a system. It’s a task that’s a necessary process in today’s workplace environment, but because it can be so bothersome, the data entry tasks often end up backlogged or outright ignored.
But if your document database isn’t regularly updated, you will run into various challenges when you need to retrieve recent documents, get them signed, or send them to the person that needs them.
But how can you solve the issue?
Well, the most effective solution is to minimize the effort and time required for data entry. If you can streamline the process for your employees and reduce the necessary steps, you will quickly see a significant uptick in the efficiency with which documents are entered and logged.
In the most basic sense, you need a system that reduces the amount of data that needs to be entered manually. The system should also be able to accurately store and mark the documents for easy retrieval in the future.
For instance, pre-populating fields in the data entry form with relevant suggestions can significantly reduce the time it takes, allowing your employees to spend more time on productive tasks.
Why You Need A Modern Document Imaging Management Solution
The challenges discussed above are just the tip of the iceberg in terms of the issues companies run into when trying to stay on top of their documents.
But if you don’t have experience with document digitization and management, trying to do everything on your own can create more challenges than it solves.
Because of that, it’s always a good idea to consult a company that has experience in setting up document management solutions for enterprise clients.
With their experience, you can avoid many common obstacles and ensure that you implement the most current and advanced practices that today’s software allows.