Document Management Integrates Text and Email with Ease

The workplace landscape has changed. Working smarter is essential to work-life balance. Efficient processes and procedures must meet the needs of knowledge workers since they prefer to use their time on revenue-generating strategies. With this goal in mind, implementing automated workflows and document management systems is integral. Document management not only pertains to maintaining a centralized database of core documents pertinent to business operations, but also to supporting email and text integration.

The days of pen-to-paper, face-to-face meetings are an artifact of the past. Email and text-message communications, as well as virtual meetings, are the norm today. Such emerging technologies provide perfect examples of document control needs. Companies looking to save and archive emails and attachments, track text-message communication, or automatically transcribe meeting notes, rely on document management solutions. Thankfully, document management software is a comprehensive digital document filing system that integrates text and email with ease.

What Is Document Management?

Remember the “old-school” file room that could only be accessed by employees with a key, often in the basement or an unused office. Filled with alphabetized cabinets and storage boxes that were alphabetized, these file rooms generally contained internal documents. For decades this antiquated system worked fine for companies but proved redundant and inefficient in a modern workplace relying more on technology, especially the Windows document management platform.

To accommodate these tech-facing paradigm shifts, large organizations and small businesses now use document management systems, including file management techniques to keep an electronic centralized document repository where they track and store documents. Such a digital filing system reduces long-term costs and assists with work automation. In the event of future litigation, managing all digital communication with document control and management helps reduce business risk.

Simply put, document management systems (DMS) are an electronic roadmap for all documents, including text and email communication. At any given time, employees can retrieve internal documents, email, or text correspondence and synchronize them to workflows where other employees can share or edit attached documents—an efficient records management approach.

Benefits of a next-level document management system

Document management systems mitigate the unproductive task of sifting through past email correspondence in search of documents or information relevant to an ongoing project—electronic file storage automatically indexes information. Employees can easily locate emails in the electronic data system and share them with team members with access privileges.

Why is document archiving useful? Document management solutions provide an intuitive, integrative approach that ensures a seamless collaborative workflow. Larger projects require different teams to simultaneously work together to build individual parts needed to meet a desired goal.

It’s easy for client deliverables to get lost in a series of emails. Along with redundant administrative tasks, the first few hours of work spent drafting and responding to emails should consist of solidifying details needed to complete tasks rather than tracking down project documents in communication threads. Knowledge workers favor cloud document management software for superior knowledge management.

Integrating document management software for non-traditional content such as email communication for cross-team collaborations prevents project lags when onboarding new employees or making internal adjustments. Further, a document management strategy ensures electronic file management best practices, improving adherence to company email and text message communication policies for compliance and security. Having a document control policy also minimizes the potential for data loss.

On-demand document management software is the future of work

Companies are also using the same document management method for text messaging. Business is now conducted in the palm of your hand. Giving clients on-demand, a la carte access to account managers means that text messages will also contain vital details and documents that need to be stored in information repositories. Documenting text-message communication should not be overlooked.

More than ever, companies need to use cloud-based document management. An electronic document system audits trails for non-traditional collaboration that entails communication with remote team members or international offices. File management strategies, coupled with a document management system with review options enable workers to access documents sent by text message to edit and view them while maintaining compliance measures.

A detailed view of the original document containing each revision is documented—employees don’t need to look for an old text message since their device is synced to the document management solution.

Ensure document management best practices

Document management systems enhance the capabilities of today’s smartphones that are equipped with the same applications found on desktop computers. Since travel is a core component of maintaining connectivity for international offices or clients, knowledge workers use cloud document management applications on their mobile devices for efficiency, leveraging a digital filing system for businesses that supports the complexities encountered by multi-taking, on-the-go knowledge workers.

Easy access to a digital document management platform on mobile devices provides freedom to travel without cumbersome devices—like a laptop—that prove to be a nuisance during airport customs checks. An employee traveling from New York office to Boston not only has document control access to shared documents on their mobile device, but also with other locations where their company is located.

Knowledge Management: Scale business with document control systems

Supplying a temporary laptop or access to a desktop computer connected to a document management program is a step forward in the modern workforce. Knowledge workers believe this software is the best document repository. Document management is a future-forward productivity innovation that allows companies to scale business while cultivating a workplace that gives knowledge workers the work-life balance they desire.

FAQ

What’s a controlled document?

A controlled document is a file stored on a centralized database—a document shared within an organization that goes through a series of audits, reviews, and changes. A controlled document can only be changed according to a set process by authorized people and is commonly used to capture and distribute guidelines, rules, regulations, policies, and standard operating procedures (SOPs).

How do document management systems work?

Document management software is a digital document filing system that stores all company documents in a centralized database. It’s software that audits, tracks, stores, and manages electronic documents.

Source: https://www.m-files.com/document-management-integrates-text-and-email-with-ease/

The Importance of Knowledge Management in the Information Age

Modern organizations are awash with information, and utilizing an organization’s intellectual capital and accumulated experiences into something actionable for business has become a challenge in the Information Age. It’s a recognized competitive advantage to turn disorganized data repositories into efficient, easy to access, and searchable vaults of information. Because organizations struggle with effective and efficient ways to accumulate and leverage their intellectual capital, knowledge workers have lost opportunities to make timely and informed business decisions that would’ve benefitted from the client and market insights that Knowledge Management provides.

What is Knowledge Management?

As a concept, Knowledge Management is about equipping individual employees with the collective knowledge of the company so that people can harness prior work across the organization for the benefit of work in the present as well as the future. It in essence institutionalizes in-house knowledge for the sake of allowing your workforce to learn from and utilize core assets you have already created.
As time goes by, a great deal of the knowledge an organization creates is based upon collaboration, whether it’s derived from shared ideas between colleagues or insights picked up from interactions with clients or vendors. Capturing these lessons learned during everyday exchanges is key to capturing knowledge into something that can be codified into processes and checklists and utilized for the benefit of the rest of the company long term.

Organizations looking to institutionalize knowledge capture can turn to information management platforms that that make collected information easy to re-use down the road and can offer helpful search tools and templates to locate, tag, and organize every in-house asset so that it can be called upon constructively and efficiently whenever it is needed.

Why does Knowledge Management matter?

We live in the Information Age where information itself acts like a powerful currency that an organization can leverage as intellectual capital in the marketplace. Organizations that can effectively capture, manage, and leverage their intellectual capital, will win more business, deliver client value more efficiently and outperform their competition.

In real world terms that means that organizations that do Knowledge Management well, are less vulnerable to losing subject matter expertise over the passage of time due to lost assets or staff turnover. And employees are liberated from the drudgery of inefficient information searches that research has shown eats up as much as 30% of a knowledge worker’s time. The bottom line here is that when employees spend less time searching for the insights they need, they’ll have more time to produce value-adding initiatives and be attentive to their actual job descriptions.

An all-too-common struggle for organizations has been keeping track of relevant existing assets that can win new deals or assist with projects currently in the pipeline. Whereas organizations that adopt Knowledge Management can properly tag documents with metadata and have benefitted from placing information in a context that facilitates its re-use in a relevant way later.

Additionally, by compiling knowledge into an accumulated knowledge bank, organizations can codify the lessons they learn over the years into checklists and processes that help ensure past mistakes are not repeated. The 2020 Deloitte Global Human Capital Trends revealed that 75% of respondents prioritized “creating and preserving knowledge” as an important strategy for their future and immediate business, and yet only 9% of those same respondents claimed they are equipped with the means to pull it off.

Possessing a platform that enforces, guides, and automates the steps required for knowledge capture and re-use ensures organizations are able to use Knowledge Management the right way. And in a way that can address concerns about redacting confidential client information from people not authorized to see certain things by implementing automated workflows that help ensure a flawless anonymization process with reviews, approvals and publishing. Knowledge Management can also streamline organizations with periodic reviews of assets to help maintain the most current versions, archive anything that is obsolete, or apply new tags as internal terminology evolves.

All of this points to the reality that as the business landscape continues to evolve, leveraging knowledge from within an organization is now a priority and no longer simply a “nice-to-have” luxury. Those that aren’t thinking about adopting Knowledge Management are already behind.

How can M-Files help make a difference?

The end goal of Knowledge Management is really to future-proof your organization by codifying your institutional knowledge and avoiding any repeat of past mistakes. Because at its most basic level, Knowledge Management is all about allowing knowledge to be filed and re-used as an asset. Properly done, Knowledge Management means avoiding ever having to re-invent the wheel by enabling all employees to call upon accumulated assets and to improve workflows and become more proficient in what they do, regardless of their level of expertise.
And when M-Files enters the equation as the single source of truth for all enterprise data, the task of Knowledge Management becomes that much easier. M-Files is a metadata-driven information management platform that was designed to address common knowledge management challenges with tools that automate processes related to capturing, codifying, and re-using knowledge that can be leveraged for business time and time again.

The metadata-driven M-Files platform can address common Knowledge Management challenges to help capture, codify, and re-use knowledge. With metadata, views, enterprise search, templates, and workflows, M-Files provides the right tools for organizations to keep up with the new realities of doing business in the Information Age.

Source: https://www.m-files.com/the-importance-of-knowledge-management-in-the-information-age/

How to Use Information Management to Secure a Competitive Advantage

That old saying “knowledge is power” is one that all of us are very familiar with, whether it’s from work, school, or life. Gaining that insight or competitive edge by accessing and consuming information can help everyone make better-informed opinions and decisions and improve potential outcomes. But as more and more data is saved and consumed across organizations, it also becomes harder to find the right information when you need it.

When it comes to managing your information within an organization, that “insider’s gold” needs to be easily leveraged by your employees so that the latest and greatest insights can be a key part of what makes your company successful. But how can a company ensure that all of this is managed in a centralized location? The answer is information management.

Let’s look at the three keys to securing a competitive advantage with your company’s information.

1. Deploy federated search capabilities

What’s the use of having “insider’s gold” in your information if you can’t find it when you need it? This is where federated search comes in. Federated search allows knowledge workers to search multiple collections of text at the same time, making it easier for employees to find the data they need to excel at their jobs and improve business performance.
So how does it work? Most organizations have information stored on several different repositories – including network shares, hard disk drives, and cloud-based storage systems – that can soon become a complex, disparate web. Rather than wasting time searching for a particular document in each of these repositories, federated search allows knowledge workers to go through every repository at once. This increases the speed employees can retrieve information and act on the insight contained within it, which not only helps employees work smarter, but also improves client relationships by having access to the information they require at your fingertips.

2. Maximize the value of data

To become a successful digital organization in today’s increasingly turbulent business landscape, companies need a strategy to not only easily discover the information housed within the organization, but also maximize the value of critical data. We have already established that knowledge is power, but failure to value and manage data can leave knowledge work businesses open to losses because of improper security, problems with sharing and collaborating, and poor data quality.

By instituting an information management strategy, companies can often improve inefficiencies within their business and reveal opportunities to improve revenues. This can include enforcing better integration with marketing and sales systems to improve customer service or learning the market value of your data and offering new services based on that information, which all create additional revenue streams. However, the biggest gain from maximizing the value of your data can often be felt within your organization. Management can learn to recognize trends and pinpoint problems by using data as business intelligence, enhancing organizational efficiency, and establishing new strategies to help the business exceed its goals.

3. Keep your data secure and compliant

The best information management strategies do more than simply relieve companies of the burden of finding information. They enable employees to gain insight from that information and secure it to reduce business risk and ensure the company remains compliant with data privacy regulations. Most businesses consider compliance a burden, but it should be looked at as an opportunity to win and retain customers. Prioritizing data privacy protection can be a major competitive differentiator.

Businesses, especially in heavily regulated industries like finance or health care, need to set and enforce governance rules and company policies to ensure only authorized people can view and share sensitive information. The added benefit? Governance rules can make it easier to keep audit trails that can be accessed at any time. Therefore, when a customer or regulator asks for evidence about a potential data privacy issue, the organization can easily pull the information requested in real-time to avoid hefty fines.

Focusing on compliance not only increases customer loyalty by ensuring data rights are being respected, but it can also help with data cleansing, which can improve efficiency. Creating a data map of the organization can help streamline operations by eliminating “ROT” – redundant, obsolete, and trivial data that can eat up storage and bog down processes – and ensure customer information is kept up to date.

By deploying an effective information management strategy, organizations can use their information to make more informed business decisions, improve customer loyalty, and create new revenue streams. Information is the golden ticket to help increase competitive advantage and improve the bottom line – you just need to know how to use it and protect it.

source: https://www.m-files.com/how-to-use-information-management-to-secure-a-competitive-advantage/

Benefits of Intelligent Information Management

Today, as the result of inefficiencies in information management, 30 percent of knowledge workers spend 30 percent of their working time looking for information, rather than on something profitable.

Metadata, by its definition, tells more about other data. It gives common “keys” to finding information based on what it is, rather than where it is located.

With metadata, information can be categorized in a common, efficient way, so that everyone has access to it. Metadata, while already providing a lot of benefits for the organization, is still only one step on the path towards improved profitability.

To efficiently manage all organizational data, you need a method of finding, identifying, managing and processing information regardless of its location. You need connectors to access data in other repositories and intelligent tools to find and manage the information you need.

Webopedia explains intelligent information management as a set of processes and underlying technology solutions that enable organizations to understand, organize and manage all sorts of datatypes.

Intelligent information management comes from a metadata-driven approach to document management combined with the ability to manage information across systems and repositories without the need for migration. Additionally, AI is part of the package to help automate the related processes.

Information management is key to achieving both more profitability and compliance with laws and regulations. Intelligent information management provides transparency to workflows and helps you adhere to compliance requirements more easily.

Source: https://www.m-files.com/resources/en/rt-blog-fc-en/10-benefits-of-intelligent-information-management-3

Why Collaboration Keeps Growing in the Remote Work World

For years, experts have been saying that telecommuting—otherwise known as working from home—would be the “wave of the future.” However, few predicted the wave would rapidly crash into the real world so quickly to become the “new normal.”

A recent study showed about 20% of people said they worked from home prior to the beginning of the COVID-19 outbreak. As of late 2021, 71% of workers were reportedly working from home. Another 54% said they would prefer to continue to work remotely after the pandemic recedes to an endemic. For most companies, this paradigm shift represents a challenge in terms of building a new tech infrastructure that evenly facilitates at least three modes of work—in-office, hybrid, and remote.

Of key importance is the role of information management platforms that leverage a new-normal sense of collaboration and communication—especially in companies with workers spread across far-flung nations and time zones. Steve Jobs once said, “Great things in business are never done by one person; they’re done by a team of people.” But, to do “great things,” an organization requires “greater” communication and collaboration tools.

Facing the “anywhere/anytime” challenge

As American workers continue to spread out into remote teams, the importance and value of project collaboration can’t be overstated. Knowledge workers must be able to work together anywhere, anytime, and from virtually any device. A 2021 Gartner study estimated nearly 80% of workers used collaboration tools—an increase of more than 40% since Q1, 2020.

Along with this shift came new and daunting challenges. For example, workers reported being unable to access key documents due to a lack of collaborative, accessible document management systems. Not only were workers scattered, so were their documents and data. Or worse, workers were using the wrong versions of documents that could often be lost in a swamp of email attachments.

Addressing collaboration frustration

So, how do forward-facing companies address these challenges and get the best out of their remote and in-office workers? The answer begins with a superior information management platform.

Workers must be empowered to share information easily and securely, as well as to work together more productively. They can’t do that if crucial information is still trapped in data silos or sitting on a hard drive in an office somewhere.

The good news? Document management solutions like M-Files face and defeats new-normal challenges for remote workers. No matter where or what your team focuses their resources and time, all crucial data is stored in one centralized repository, so everyone has access to exactly what they need. The result? Improved communication with clients and each other.

Keeping clients in the know

The digital-first experience has long presented an opportunity for organizations to create more personalized client experiences. For example, if a client needs a document, your team must have a streamlined system in place to make retrieval simple and secure. Solutions like M-Files mitigate issues in these areas by making content available internally and externally—but only to those who need access.   Advances like these are ultimately why collaboration has continued to rise over the previous two years, despite the massive disruption brought on by COVID-19. When you give people the resources they need to perform at their best, they will.

Source: https://www.m-files.com/resources/en-hub/rt-main-blog-en/why-collaboration-keeps-growing-in-the-remote-work-world