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.


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.


5 Ways AI in Document Management Will Make Your Business More Efficient

Artificial intelligence (AI) digital transformation refers to using machine intelligence to help solve problems and work more efficiently. According to Xerox, 46% of employees of small- and medium-sized businesses still waste time on inefficient, paper-related workflows, daily. That means that smart document management systems can do plenty to improve these processes.

Companies that already employ sophisticated document management systems gain a competitive edge. The good news is that these smart tools may help most when organizations haven’t relied much upon tech in the past and need to catch up. Even better, smart document management systems have grown accessible and useful for all sizes and types of businesses.

5 Vital Efficiency Boosts from AI in Document Management

Many organizations and industries still struggle with paper documents. Even if the company doesn’t generate them, they may need to use paper forms from the government or business partners. Also, some businesses have moved away from physical paper. At the same time, they may have only made a small step towards digitization by attaching spreadsheets or scanned forms to emails and storing them on various disk drives in random, disorganized ways. All these practices waste time because they can result in the sort of poor data management that causes redundant, incorrect, lost, and insecure documents.

In contrast, consider just a few revolutionary ways that using AI in document management systems like M-Files can speed up and improve the integrity of common business practices:

Automate manual processes. After scanning or entering the document, the AI system can automate a lot of the drudgery while enforcing good standards. Examples include using smart systems to help categorize and tag entries, so they’re easy to find next time. This ability can speed up the initial digitalization efforts and help with future tasks. As employees use the system, efficient searches often rely on correct tagging and categorizing documents, but this is one area that’s often neglected at the time the information gets entered. Even if the system doesn’t automatically tag and categorize, it can enforce preset rules to ensure employees do this extra bit of work when submitting new ones.

Speed up business intelligence: Smart systems can speed up business intelligence. For instance, AI can spot patterns in very large sets of data much faster than people can. As one example, a hiring manager might search through resumes with an intelligent system that will find keywords associated with successful people hired in the past or based on preset rules. Another example could include looking for seasonal sales trends from past invoices or orders.

Applying structure to unstructured dataIT people are used to seeing data organized into formatted databases or reports. Nobody can expect that kind of organization in most documents. Instead, communication often arrives in the form of emails, text messages, letters, or another organization’s forms. In the past, people needed to comb through these kinds of communication to pull out and organize information. Today, intelligent data management can do a lot of heavy lifting. As an example, the Adobe blog mentions a superb use case:

“In a more dramatic example, some companies are using AI and machine learning to scour emails, texts, and other customer communications to understand words, semantics, and sentiments, and connect that data with billing and service history to predict who will buy what products and services. Most remarkably, these models regularly outperform models that use structured data only.”

Streamline document preparation. Instead of having to teach employees how to correctly format various documents, the AI can simply request the information for unique, new documents. For instance, the system can automatically generate an employment contract for new hires, based on the employee’s name and other information it already has from the recruiting process.

Enhance document security. AI’s ability to secure information may prove one of its biggest benefits.  The document management system can automatically scan for sensitive information and flag any documents that contain it. Even better, the software can detect unusual requests for private data and prevent access or alert security teams. According to Market Watch many of today’s cyber threats come from inside jobs, either intentionally or unintentionally. AI can offer a powerful weapon against all sorts of threats to data security.

Improve data quality. The smart document management system can help reduce data redundancy, catch input errors, and keep files from getting misplaced. Businesses need good data for efficient decision-making and business processing, and that’s another feature that AI can supply.

Document-Based Digital Transformation Can Streamline Most Businesses

From legal teams needing to parse discovery documents to retail stores that must predict sales trends, AI in document management can improve efficiency in revolutionary ways. It can bring order to chaos, deliver useful insights, and even help prevent such common occurrences as data entry errors. To make the most of your valuable data, you should consider getting some assistance from a smart document management system.