Dealing with document changes can be confusing if physical files are altered because they may be reprinted before you see visible markings. Document management is a system that allows users to collaborate on files digitally. Digital marks can show up as suggestions and edits can be accepted or declined. Here are three ideas for keeping track of document revisions.
1. Streamlined Workflow
Documents that all pertain to a particular project should move at a similar pace to ensure that all pieces are completed within the same time frame. By utilizing document management, you can keep track of which stage documents are at and how they compare to other pieces of the project. Creating a report will organize documents by the process and how many are in each stage. Document management cuts out the passing back and forth of physical materials. This feature eliminates the need to wait for verification from multiple people, speeding up the production process.
2. Centralized Document Capture
It used to be that you had to scan a document in your office and upload it to your desktop computer. Today, we can scan from a mobile device at any remote location. From your mobile device, you can upload files to your document sharing program. From there, anyone can revise and edit the document. You can use this centralized document capture to track stages of revision from beginning to end.
3. Enable Security Measures
Some reservations about using document management stem from security concerns. This is understandable, but a solution exists. Instead of worrying about who is editing and revising documents, place an authorization limit on reports. This will only allow specific users to access the file. Also, a document management system lets you view who had opened a document, when they saw it, and what they may have changed.
With document management, you can create a report that will alert you to stages of documents, centralize your file capture system, and secure access. If you want to implement these tools in your office, call us today!