Automating Your Document Management Processes

The essential element to a successful Document Management System is its automation. Your DMS can simplify the workflow process by replacing manual processes. This can be a major benefit to your business since it will cut down on time and also reduce the errors that can occur if you manage your documents manually.

Document capture is the primary step in any DMS process, and it is accomplished in various ways, such as scanning or importing paper files into the system. After you’ve scanned your documents index them. This process adds words to the document, so that it can be retrieved in ten years’ time by a person searching for a specific file. This can be done many different ways. For example, you could tag the document with the number of a customer or an order number.

After your files have been indexed, they will be ready for review and approval. In most instances this will require multiple parties to work together and review the document. When this is the case then your DMS should have a document approval process that allows you to send documents to all of the stakeholders you want to check. Each reviewer can then make comments on the document, ask for changes, or even approve it in one click.

After a document is approved and released, it can be made available to internal use and then published to other channels like social media or on your website. This is often an important part of the workflow because it enables your company to effectively communicate with its customers and gives them peace of mind that they’re working with a trustworthy and efficient team.

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