Today’s information economy runs on data. This data is contained in paper and digital formats. It is often stored in many places including network servers, computers, mobile devices, email, filing cabinets and on desktops. Sharing, protecting and backing up this information can be a challenge.
Workflow document management technology from The OTG allows you to create one secure, searchable repository of your relevant business information. This gives you the peace of mind of knowing that your information is protected. It helps enhances efficiency by providing fast access to information across your enterprise.
One of the challenges of today’s office is that information is stored in multiple formats, both digitally and on paper. With document management, all of your information can be in one place. For example, a customer record could include a Microsoft Word proposal, financial spreadsheets, emails to the client and virtual copies of invoices. Document Management keeps all of the customer information in one place, making it easy for employees to answer questions.
Nothing is more frustrating than needing information and not being able to find it. Searching for information is one of the biggest time-drains on a business, but with document management technology, information can be found in seconds. Similar to Google search, type in the information you need and you’ll be presented with a list of documents that meets that criteria.
A growing number of government regulations mandate information privacy, and your company needs to have systems in place to show that you are protecting privacy. Document management systems require users to enter user names and passwords before accessing information. The system also keeps a log of who has viewed documents and when, creating an audit trial.
Virtually every business process requires handing information among multiple people or departments. Document management technology makes this easy by creating digital workflows in which information can be handed off instantly. Everyone in the process can see what has been accomplished and what needs to be done.