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/