In our previous introduction to document management software, we briefly discussed why it’s important for businesses to adopt a digital workflow by using a document manager and what to look for in a reliable document management system.
Paper-based vs. Digital Process
Most of our daily chores, both personal and business, today are powered by digital technology. Yet despite the many advantages that digital systems can bring to improve our lives, especially in the daily operations of a business, many still depend on manual document management workflow a.k.a. reliance on paper-based processes.
According to statistics, 97% of organisations have minimal to zero digital document systems while 72% use a mix of paper-based and digital processes. Without a streamlined and comprehensive document management workflow, a business can lose critical time in the manual process and kill productivity.
Benefits of Document Management Systems
Any type and scale of business, from SMEs to commercial enterprises, can benefit from a document management system. Here are the advantages of switching to a digital document management workflow:
- Less storage space
File cabinets and boxes not only take up a lot of office space but also add to office expenses which could be used to improve business efficiencies. With a reliable and powerful document management system like Wojo, a digital storage space enables organisations to trust digital systems and experience its capability of convenient safekeeping and easy retrieval of documents.
- Enhanced Security
Digital management systems are always up-to-date with the latest security features against data breaches. In addition, most digital management systems have an audit trail or history to monitor who accessed the document, when it was accessed and what changes were made to the file.
- Automation
Automation streamlines data search, capture, tagging, storage and retrieval in the single and centralised document management system. It enables efficiency and improves workflow and productivity.
- Document retrieval
Did you know that 83% of employees recreate missing documents which leads to productivity and financial loss? A simple search in the system allows employees to access the data they need. Moreover, a document management system has a backup and recovery feature that protects data from any disaster.
- Better collaboration
Document management system facilitates collaboration among internal and external users. Wojo allows multiple users to collaborate and share documents in the platform anytime in multiple locations.
- Reduced paper waste
Managing paper files is time-consuming and costly, and it can become confusing if there are too many paper documents to organise manually. A digital storage file is cost-efficient and sustainable.
- Reduced errors
Data entry errors are minimised when your business starts maximising the capabilities of a document management system. A manual data process exposes your business to costly risks.
- Enables regulatory compliance
Managing compliance requirements can be challenging. Without an efficient system to organise, classify, store and automate records and data related to federal and state regulations and guidelines, your business is at risk of non-compliance which can lead to penalties or criminal liabilities.
- Increased productivity
Consider a document management system as a time-saving tool that can help increase productivity and efficiency in your business. It’s scalable and flexible to meet the changing demands of the business. - Saves time and money
If your business is looking for cost-effective solutions that save time and money while helping your business grow with minimal inaccuracies, invest in a powerful business management system like Wojo. It has all the tools your business needs from documents to safety and payroll management.
Wojo empowers businesses with an innovative and all-in-one management system to help transform business operations. With our simple yet powerful and user-friendly ecosystem, Wojo will help increase your business’s productivity and profit with solutions that save time and costs.
Schedule a demo today and experience how you can streamline your team’s operations with Wojo.
