Digital Document Management

Almost every business from any industry, whether Accounting, Insurance, Finance, Medical, Engineering, Construction, etc., will create and maintain digital records. It will produce reports, its employees will write business papers, create marketing collateral, and send and receive email correspondence. All of these business records need to be kept secure, organized, managed and maintained somewhere. Managing documents can equate to a large amount of your management and your staff. Therefore, it makes sense that the services you use are easy to manage, can easily store all your business documents and files and give your business secure access, anywhere and on any device, at any time. Files Duplication Duplicate Names of Documents Numerous folders to remember Rapidly Increasing Number of files Lack of Controls for Documents Access Management Version Control Management Wasting Time That Spent on Document Searching Documents Files Security Operational Control 1- Files Duplication File duplication is a common problem for many businesses. The same files can be easily opened and stored by different users. Files can be attached to emails and sent to colleagues for review, copying the file successfully elsewhere – the email server, and duplicated when the attached file (s) are stored somewhere. 2- Duplicate Names of Documents Principles of naming are often applied to businesses. This process is designed to make it easier to identify files and find where they are stored on the file server. However, this means that you must know exactly what the file name is in order to find it. This is an accurate search method and is not really suitable for normal search when the exact file name is unknown! Also, it does not include emails in the account – the most common type of client communication stored in the business! 3- Numerous Folders to Remember If you do not already use the Document Management System, you may be using a computer and its file manager to store and manage your files. Most businesses usually use a separate folder for each client. This is a logical approach. However, over time as more files are added, these folders will no longer provide the same hierarchy. This will make it difficult for users to locate files found in different ‘client folders’. The result will be a lot of time wasted. 4- Rapidly Increasing Number of files From the time a business is established, the number of documents that it has to organize and manage grows and over time, as the business grows, the number of documents doubles and accumulates, to the point where a management system will have to be established. these files. 5- Lack of Controls for Documents Access Management While it is not entirely possible to control who accesses any documents and folders on a file server, it requires a good level of technical knowledge and understanding of the roles users use and the permissions they have to access specific file server locations. Most businesses will rely on IT specialist or IT support service to manage user access. Multiple DMS will provide a robust user access control system that provides a tracking of the recorded activity against this file. 6- Version Control Management Many businesses, duplicating files as a way to create another version of the same file. This allows for changes and updates to be made to standard files, such as terms and conditions or a sales contract, which are shared on business. However, this also leads to problems associated with job changes where the old version of the file may be unknowingly changed, and due to date adjustment, it may be identified as the latest version. This is not good if you send the latest Terms and Conditions to customers! This also does not help when and if you need to get the latest real version, whenever you need to identify who made the changes! 7-Wasting Time That Spent on Document Searching A study found that those who called themselves information workers spent 19% of their time searching for information. In an IDC study, the results found that “data professionals lose 50% of their time each week” – 30% seek, manage and process data and 20% duplication.  Why not ask your employees and find out from your team how much time they spend searching through client files and looking for documents? 8- Documents Files Security Data loss is a risk that businesses will not be able to ignore. It may seem like an unnecessary expense at first, but if client files and documents are lost, they are more likely to be permanently lost. When this happens, the result is often the equivalent of a huge loss in business! Thus, it makes sense to ensure that the files are backed up properly. Make sure that corrupted files and files deleted by mistake can be recovered. Make sure the hardware is stored to avoid disk corruption cases. Use the use of security software, to reduce ransomware attacks and viral effects. Threats do not stop! 9- Operational Control There are limited hours per working week. Time spent searching for information will create problems and affect efficiency. This will have a direct impact on productivity, the number of clients you can handle or the number of cases you can handle. So, this will have an impact on the high quality of service and ultimately an important point! As the business grows, there are many opportunities for new offices to open. There may be a need to work in specific client areas or at home. Therefore, before this time comes, it makes sense to build business flexibility so that as the organization grows and changes, that ability to store, share, search and work on business document information is simplified. A simple file system and file scanner will probably not be able to handle your new needs without the essential help from expensive IT professionals. These are just 9 points that highlight some of the weaknesses in managing your IT infrastructure and internal IT services. Therefore, it makes sense to consider other options, a

A document management system (DMS) is a system for managing, storing and retrieving all documents that an organization uses on a daily basis. But it can be more than that. DMS can serve as the main planning tool for all the needs of your business, it can save you time and money. It can erase information reserves. It can help you with compliance and cooperation. What are the top benefits of a document management system?  Documents support every operation in the business. They are the foundation of a business, and they allow to promote better productivity and bring value to customers. Properly managed, it can save you from compliance with laws and implications for security, wasteful resources and threats to your market value.  Grow your business with compliance  Secure Your Documents  Your documents Stay Within your Reach  Supports the product development lifecycle  Powerful Tool for Enhanced Collaboration    They should enable you to work effectively, and help you improve the quality of your product. And while today those tools may be software, with panels and saws, the tools you choose to work with are still the key to getting the best results.  Here are the main questions you may have about how DMS can benefit your business.  How can a Document management System help me with compliance?  Many compliance certificates can be complex. Paper-based systems and light cloud storage do not have the capacity to meet these compliance requirements.   Document management systems give businesses the ability to mark boxes that show compliance with rules, visibility and improved control. The best DMS allows you to clearly show the flow of business processes on your company’s intranet, allowing you to take a risk-based approach to quality processes. You can show auditors exactly what they need to see by clicking the button. Failure to comply with industry regulations may result in penalties and damage to dignity. Having a system that naturally incorporates the compliance process reduces this risk.  How can a Document Management System make my documents secure?  Naturally, if your documents are stored in a secure safe place, they are very secure. DMS reduces the risk associated with cyber-attacks and criminals entering the system. As a result, not all documents are immediately accessible to malicious hackers and third parties.  Security and release management are critical to the development of high-tech product. DMS provides an additional layer of control through granular access and login to dedicated partners, enabling you to securely share controlled information with customers and providers.  Electronic storage and support systems provided by Connect Cloud Document Management System in Pakistan mean that all of your most sensitive files are secure even in the event of a disaster. Businesses of all sizes can ensure that the first safety features are in place to ensure that they can recover safely when things go awry.  How can search functions of Connect Online Document Management System save me money?  The volume of documents reducing daily business can be huge – and the associated costs are very high. With the search function associated with your document handling tool in Connect online Document Management System, these costs are greatly reduced, and retrieving documents is easy and fast. Additionally, you can be sure that the staff finds the right type of document as the search engine helps to find texts related to a particular topic or duplicate.  The volume of documents that traverse a business every day can be substantial–and the associated costs even more so.   How will Connect Document Management System support my product development lifecycle?    DMS should also enable you to manage complex files such as PCB layouts, program files, CAD drawings and training videos by integrating seamlessly with your software development tools.   How difficult is it for you to set up a new document management structure with your current system? Using Connect DMS that can integrate with Connect online HR tools will support your life cycle of product development – by balancing product development structures, needs and authorizations, and removing silos between development teams. In addition, it enables full tracking of decision-making processes during autopsies, which contributes to the overall learning business model.  Connect Cloud-based DMS also enable you to manage complex files s, program files, drawings and training videos by seamlessly integrating with Connect Online HR software tools.  How will Connect online Document Management System give enhanced collaboration?  Maybe your team uses the best tools, but what good is it if you still suffer from disconnections?  Connect DMS facilitates internal collaboration, but the real benefit comes from the ability to support collaboration between different stakeholders.  Connect Document management system software solves the problem of incompatibility and promotes better collaboration. This is achieved through ‘limited access’ to partner functionality, which allows outside companies to participate in creating, reviewing and approving documents – but only in areas where you need to be recognized. The result is user-friendly and seamless integration with advanced collaboration, global research and productive engineering.  So:  Connect DMS is a good DMS and intuitive–it works, regardless of where users are located.  Whilst the benefits can be enjoyed universally, not all document management systems were created equal. It’s important to have a firm understanding of your business use case, objectives, and strategic plan when searching for a vendor. That way, you’ll be better prepared to seek out the features, ask the right questions, and ultimately, satisfy your business requirements. Selecting a DMS because it has the features list could be to the detriment of the value you eventually extract; paying for features you won’t use definitely will just waste your money.  To find out How Connect Cloud-based Document Management System will help you in growing your business, contact us to book a live Demo by calling us or WhatsApp us at +92 300 1110365