Implementing proper document management in smart working is a necessity for more and more companies. The health emergency from Covid-19 has increased resources working remotely; many workers and companies will continue to take advantage of smart working even when we return to full normalcy.
Document management is therefore critical in smart working, as workers are not in the same physical space and need to have tools that simplify the sharing and storage of business documents.
But it goes beyond agile work-it is something that every company must implement to manage its business processesefficiently and effectively.
In this article we look at the benefits of document management, what tools to adopt and the right software to manage business flows.
Document management in smartworking: the benefits
Digitization makes the company more productive, faster and more efficient; it is accomplished in several ways: being able to consult and sign business documents at any time, securely sharing information inside and outside the company, and defining and controlling the entire authorization process.
First and foremost, document management is dematerialization. This reduces the costs of using paper, printer ink and filing cabinets, and their management (space and human resources).
But it is not just that. It is not enough to digitize paper documents and store them in a digital repository. It is essential that documents be made available to business teams and production units, enabling the management of information flow between departments.
This leads to immediate benefits:
- Maximum accessibility of documents to any user: contracts and forms, manuals, procedural instructions become immediately available on all media, in all places, even on the move. They thus make smart working a real office anywhere;
- Streamlining all processes and document transitions from one colleague to another; electronic signatures speed up approval steps.
As a result, document search and transmission times are reduced. Once documents have been digitized, keywords are defined for locating folders; performing a simple query provides access to all files consistent with the search key in a few moments.
This is a major advantage in smart working activities, since it allows all members of the company to obtain all documents in real time. Proper document management can greatly assist management: documents represent a crisp snapshot of business performance at a given time, which can be consulted to make strategic choices on the organizational level.
Business document management: what tools to adopt?
Smart working involves all aspects of business life, so it is important to have the right tools to manage it.
Regarding the document management, tools should be adopted that enable the document workflow to move smoothly, improving performance and business results.
The main solutions are:
- Paperless processes: it is essential to rethink document processes and flows within the company, as document management in smart working uses digital documents. Implementation starts with process analysis and goes all the way to monitoring the solutions adopted;
- Content & document management: working remotely requires sharing documents and collaborating on their creation, validation, and archiving, as well as platforms that allow documents to be worked on remotely;
- Electronic signature: an electronic signature (advanced or qualified) guarantees the validity of a digital document and allows it to be traced securely and directly back to the person who signed it;
- Digital preservation: digital preservation ensures the retrievability and inalterability of digital documents over time.
Software for smart working (and beyond): document management
A document management software in smart working (and beyond) allows you to digitize documents and streamline business processes.
Indeed, it enables:
- Dematerialize, making every piece of information digital, allowing each staff member to work from home without depriving himself or herself of all the information in paper folders and files;
- Sharing information, files and knowledge, making work performance as effective in smart working as in the office;
- Ensure security and privacy by complying with national and European data protection regulations and guaranteeing the confidentiality of all company information.
Rapido-ECS®: document digitization and production process design
Our Rapido-ECS®, document management and distribution software, effectively structures communication processes and activity flows.
- Allows you to digitize, manage, store and share your business documents from any location or device. It captures all your company's paper and electronic content (images, audio files, and working documents of any format). Data is indexed in archives that can be structured according to logic and hierarchies based on business needs;
- It allows business processes to be designed and automated, indicating the users who must carry them out and the managers who must approve them. Once the structure is defined, all operational links and sequences are self-generated, automatically circulating documents.
All this is done with the assurance that business records are not lost or altered, risking the loss of vital business information.
In conclusion, document management proves to be a very important software for smart working activities, but also for managing business flows in the office. With more effective document and process management, your company will improve internal communications and sharing-all of which will have a major impact on productivity.
Manage documents and processes effectively with document management
Contact us for an acquaintance meeting: we will introduce you to Rapido-ECS®!
