With workforces shrinking and businesses relying on remote workers to increase operational efficiencies, economies across the globe have seen a substantial decline since the COVID-19 pandemic first entered the scene.
While many predict it may take until 2021 to get back up to speed, some businesses are leveraging the power of a remote workforce to optimize productivity, streamline workflows, and increase performance excellence for better profitability.
Businesses that want to add even more to that profitability number will further amplify their employees’ capabilities by automating workflows using a document management system (DMS).
The Right Document Solutions Make A Difference for Your Business
There are a number of document solutions that can help ensure you have the paperwork you need, even when you’re not working from the office. Through digitization and enhancing your document workflow, you can give your staff the tools they need to work smarter and faster.
Working with a managed document services team can help you organize the flow of documents from document capture to indexing, sharing, and archiving.
Make no mistake: Document management is more than simply reducing paper. It’s about creating and applying a document solution that encompasses:
- Editing
- Search and retrieval
- Version control
- Classification and indexing
- Access control
- Audit trails
- Security
- Storage
Using all these features, a cloud-based document management system can serve as a central repository for all your critical information, from emails and marketing collateral to contracts and proposals.
This allows all documents to be easily accessed, edited, and shared with any colleague, regardless of physical location or time of day.
Automated Workflows for Anytime Access
Reducing the flow of paper also decreases the possibility of human error through mistyping, misfiling, or even losing information. Document solutions can be set to alert users to new work in a queue and let managers know when employees have accessed certain documents or alert them if a process is taking too long.
Documents can be automatically generated when a specific task is completed, and they can be sent to the appropriate recipient based on predetermined parameters. For example, onboarding documents for a human resources department.
Easy Collaboration with Complex Security
Collaboration is one of the primary keys to success in a post-COVID economy. With a cloud-based DMS, employees have access to all the information they need any time, from anywhere.
In fact, they can collaborate, edit, and share files from any device, regardless of platform or operating system while maintaining data integrity and security — a plus since remote working is drawing the attention of hackers.
Your managed document solutions provider will ensure that your workflows are protected with high-level security and easy-to-use access controls.
Additionally, a DMS will apply the right security features to support organizations that must be compliant with various data privacy and protection standards such as GDPR, HIPAA, Sarbanes-Oxley, and others.
To create an even more secure environment, your DMS provider will deliver you a solid disaster recovery plan that will help keep your business on target in the event of a data breach, theft, or loss.
Features include automated backups, storage redundancies, and other security protocols focused on a fast, accurate return to business in the event of a disaster.
RJ Young’s Document Management Team Provides Real Value
There’s real value in getting work done faster, more accurately, and more safely — even if your team is on the go or working from home.
“That’s the power of the document solutions offered by our team of document management experts. We’ll provide an in-depth assessment of your current workflows and infrastructure alongside your business goals that will help us understand your needs and challenges.”
Joey Lush, Software Solutions Manager – RJ Young
Then, we’ll create document workflows that will amplify productivity and maximize security and collaboration — all at the same time. Activating this new, digital environment will help your employees perform better and faster, with less stress and frustration on their part.
Give your business the power of managed document solutions. Touch base with an RJ Young consultant and discover how easy it is to amplify productivity, enhance security, and enjoy a healthier bottom line.