How a Cloud-Based Document Management System Works

The latest corporate trends point toward paperless systems and rely on advanced electronic communication and document management to operate efficiently. At the backbone of every operation going digital is a document management system that enables the fast conversion and organized storage of documents into what roughly translates to an electronic filing cabinet.

Combined with the benefits of cloud storage, document management systems have transformed from a mere storage system into an actual automated process that enables the digital transformation of any organization.

Paperless is the next generation of smart business. Find out how your business can leverage automated and cloud-based document storage, retrieval, and distribution.

Document Capture

The document management process begins with document capture. Captured documents are indexed according to data points most relevant to the nature of your business and then stored for later retrieval. Document capture covers both hard-copy and electronic document sources, enabling organizations to store converted documents in a centralized cloud environment. These sources include paper documents captured using high-speed scanners, email, system generated reports, and documents produced by specialized applications, such as a customer relationship management (CRM) system, or an enterprise resource planning (ERP) system. Once captured, a document management system stores all these documents and allows you to import any of them for routing and approval whenever needed.

Centralized Storage and Access

Cloud-based document management systems are particularly vital because of their centralized storage and access functionality. Once documents are captured, they can be easily accessed, retrieved, and routed by virtually anyone in an organization, with permissions to view, revise, author, and route as necessary. This feature is crucial for storing and accessing proprietary documents, ensuring that even if team members can access the cloud outside the business premises, security controls are in place.

A centralized document management system stores both static and dynamic content, such as invoices, forms, webpages, and even communications. And with defined user permissions, the system allows for fast retrieval and collaboration within an organization. The changes made during this ongoing process can also be tracked, as documents are indexed according to a specific system and tracked using version control. Document history stored in the cloud can be useful when tracking organizational growth and trends, allowing for quick replication of historically determined best practices.

Retrieval and Distribution

At its core, a document management system is designed to store documents for ongoing retrieval and distribution in crucial operations. As the backbone of any collaborative process, it’s essential that the system enables a seamless sharing and utilization process. Fast and accurate document retrieval begins with proper indexing, and with a reliable system, allows you to respond to internal and external queries after a quick search.

In addition to document retrieval, the distribution feature enables quick file transfers to fellow collaborators, vendors, and even customers as necessary. Rather than relying on email and file transfer protocols, you can distribute documents directly from the document management system and log these transfers automatically for security.

Workflow Automation

Document management systems eliminate manual efforts required in file storage, retrieval, and distribution for seamless collaboration. These features give rise to process and workflow automation, saving valuable hours traditionally involved in processing digital content and implementing organizational workflows. Rather than manually receiving documents like invoices, these are automatically captured and indexed, and then routed to appropriate systems. Users are notified when new documents are added and require prompt attention.

Aside from automating processes, document management systems can also promote a seamless workflow. When integrated with an organization’s ERP, the system can detect when new work orders are placed and then capture, retrieve, and route documents for fast approval.

Why Your Organization Needs a Document Management System

Efficient Workflow

With automated processes, team members can allot more time to essential functions and collaborate on projects efficiently, rather than losing valuable time tracking documents and keeping up with countless revisions. As a document management system frees up your organizational timeline, your team can focus on innovations, such as developing new products and improving service delivery.

Mobile Workforce

A cloud-based document management system equips team members with the resources they need to complete tasks in a fast-paced environment, even when they are off-site. With the professional landscape changing to accommodate work-life balance and promote flexibility, employees can respond to crucial concerns and time-sensitive tasks by accessing documents from the cloud, without compromising information security. Cloud access also frees up the storage capabilities of various devices used to complete business processes, as documents are hosted in a secure, remotely accessible network.

Regulatory Compliance

With the rise of the information economy comes various compliance requirements to protect crucial personal and corporate information, especially in client services-oriented industries. A document management system is designed with state-of-the-art compliance requirements to guarantee information security and protect both an organization and its clients through access control and restrictions, as well as auditing activities within the cloud.

Greener Business

Sustainability is one of the modern standards in business, and it’s essential to adapt to new practices. Rather than storing physical copies and manually routing and distributing them, a cloud-based document management system eliminates paper waste and promotes sustainable business practices. Aside from the elimination of waste, cloud storage and workflow automation also reduces the physical footprint of your organization, freeing up workspace for hosting innovations.

Lead the future of business with a cloud-based document management system that eliminates manual document filing, storage, and distribution, and promotes seamless collaboration. Learn more about the benefits of a document management system from Ash Conversions International. Call us at (866) 433-4549 or contact ACI here.

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