Two Ways to Improve Document Management Performances

Information management and governance continue to be at the top of the priority list for decision makers in almost every industry.

With global data volumes skyrocketing, new technologies hitting the market that allow for more robust analysis of information, and with accessibility evolving thanks to cloud computing and mobility, this area of enterprise management remains in a state of perpetual transformation.

At the same time, all businesses will need to learn to walk before they can run with the latest and most innovative information-centric tools. Two relatively simple steps can help to ensure that the more advanced document management initiatives stay on track: Optimizing records management and streamlining document capture.

1. Improve records management

The first step toward optimizing records management is to understand how it is distinguished from document management. EnterpriseINNOVATION recently explained that the former is far more complex than the latter, involving a more extensive line of accounting practices and reporting demands.

It goes without saying that strong records management will be impossible without a capable document management process in place. The news source argued that document management will work to keep track of documents, improve access and retrieval, organize files, and integrate with business process management frameworks to enhance user experiences.

On the other hand, records management will include information related to document retention, user ownership, chain of custody, audit, disposal and administrative policies.

In many ways, business leaders can view records management as the next logical step in document oversight optimization, as it goes from simple accessibility and governance to more granular and acute handling of risks presented by information storage practices.

By improving records management, firms will enjoy far more transparency and absolve themselves of some of the threats that come with standard data governance, preparing them to embrace new trends in relevant technologies more seamlessly and safely.

As records management optimization can be a complex and novel pursuit for many business owners, outsourcing and managed services can be extremely helpful when going through the various steps.

2. Enhance document capture

CIO Review recently listed some of the ways in which many companies will struggle to get document capture right, specifically in terms of deploying the right software and using it to its full functionality.

According to the news provider, document capture is becoming more important thanks to high-level trends such as big data analytics, yet many firms will fail to implement a working policy to govern these activities. Not having a policy in place represents the first step in the wrong direction.

The news source suggested creating strategies that ensure users will not simply scan and capture every single document that comes through, but rather discriminate to maintain a lean process.

Considering how much information is generated at the average business on a given day in the modern era, this can make all the difference in the world when it comes to efficiency and general document management performances.

With the right technologies in place to support these initiatives, any organization can excel in document management processes. To learn how PairSoft can help your business capture, integrate and automate your business processes, feel free to watch our personalized demonstration or visit our case studies page to read about our clients’ success stories.