Using electronic document management will save you time, money, and hassle. So why are you not already doing it?
When assessing the technology needed for a virtual office, electronic document management is a product that many businesses overlook. Investing in this service, however, frees up your time and your employees time by providing remote and in-the-field access to documents, travel logs, pay tickets, and many more essential functions of your business. A high-quality document system saves time, improves efficiency, and reduces errors, giving your business a strong foundation for growth.
What is Electronic Document Management?
Electronic document management is a service that allows employees to upload pictures, scans, and other information directly from the field. Traditionally, if your employees attended a trade show, met with clients, or otherwise worked outside of the office, they would have to collect any invoices they received during that time. They would then need to return to the office or upload the information from their homes. Not only is this a waste of their time, it also means that you are unable to get instantaneous information and updates.
Document management systems eliminate this problem. If your company has electronic document management, employees can take pictures of important documents with their phones and upload the pictures directly to the system. The system then places the information in an organized repository for easy retrieval. Everyone in your company will immediately have access to this information and can take any action that is warranted, without the traditional delay. Electronic documentation thus allows each employee to interact directly with the office no matter how far away he or she is.
What Are the Advantages of This System?
Small businesses that begin using electronic documentation will immediately receive these benefits:
- Employee Efficiency– Instead of manually entering each line of information from a document, your employee’s work will be done with a few clicks. This frees the employee up to do other things— a crucial advantage for small businesses with limited staffs.
- Increased Information– Because uploading each document takes only a few seconds, employees are less likely to omit information or leave optional fields empty. Your business will thus receive a larger volume of data, reducing the chance that you will not have information that you later realize is important.
- Sustainable Sourcing– Instituting electronic document management is one of the single most important steps your company can take toward going paperless. A paperless office contributes less to deforestation, convincing customers that you are a responsible, moral company.
- Mistake Mitigation– Because your office will not have to wait until field work is finished to receive documentation, you can ask employees to correct their work if you find they made mistakes. Your employees can then get the correct information while the necessary sources are still present, saving the time and effort it would have taken to find and contact them after the fact.
Electronic document management is especially valuable to businesses that provide house calls, repairs, and other field services. Such companies must log payment information, schedule changes, and record other key data out of the office, making mistakes and omissions hard to correct. With electronic document management, such businesses will operate as efficiently in the field as they do at their headquarters.
Are you looking for a way to manage your documents from anywhere? Contact Business World at 501-214-5482 to learn more about making your business faster and more efficient. Get a free consultation and team up with Business World, one of the Top 15 Authorized DocuWare® Partners in the United States.