Document management is the process of digitizing your paper documents into a searchable online library of information.
The document management process integrates a number of technologies to create, store and manage your digital documents library. Computers are used to store and retrieve the documents and scanners are used to digitize your paper into electronic format. Computer networks allow access to your digital documents from remote locations, whether these locations are across the office, or across the world.
Once your data has been digitized, you can easily create backup copies to store off-site. This ensures that your business will survive any disaster.
The document management process also offers massive productivity improvements for your staff. Rather than digging through filing cabinets to find elusive information, simply search for the information from your computer. Once you have found the documents, you can print a copy or just read it on screen. Documents don't become lost since there is no need to re-file. Also, since the documents are now electronic, they can be viewed by many people at once. No more hunting for files in the office.
Staff that work from remote locations can gain instant access to the documentation that they require. No need to call and ask for documents to be faxed, just bring up the documents securely over the Internet, or your corporate virtual private network (VPN).
Document management can be used effectively by virtually any organization to improve staff efficiency, ensure business continuity in the event of a disaster, and to empower remote staff members.
When customers ask for proof that M-Files document management software will help them work smarter, we tell them we are proof. Preferred uses M-Files. So, we know firsthand what a difference it can make.
Besides making our documents easier to store, find and share, the software completely changed the way we interact with our business data and each other. And we're not alone. Customer after customer who implements the software discovers a more efficient way to consolidate documents and data across their entire enterprise ... and then use that information in automated workflows that make everyone's job that much easier.
Imagine all of your customer contracts are stored in a secure location on your network (or in the cloud) and can be accessed by all your reps and your customer support team from any computer or mobile device at any location. And instead of searching through folders to find the right contract, users simply key in a few search words.
Now imagine anytime a new contract is created, a work order is automatically sent via email to your installation engineers. And once they schedule the appointment, a notification goes directly to your sales rep confirming the appointment. And if the customer needs additional support down the road, any issues or interaction surrounding that contract are added to the file and automatically forwarded to the appropriate team.