How Document Management Software helps remote & hybrid businesses
Today, flexibility has become an increasing influence in the business industry. Many companies do work remotely with employees working from their homes. Other firms may even opt for a hybrid approach, where employees work in the office some days and work from home on other days. In fact, in the Q4 2024 quarterly report from Flex Index, it was found that 68% of US companies offer work location flexibility with only 32% requiring full-time work from the office.
Due to the increase of these changes, efficiency, security, and ease of access becomes a discussion in the work industry for hybrid and remote work. This is where Document Management Software assists in becoming an important tool to allow companies to still maintain a consistent secure workflow.
Easy Collaboration and Integration
A concern many businesses have, especially those who are making the transition to remote or hybrid work, is how easy it will be to collaborate with employees, discuss various tasks, and ensure that all workers are on the same page. Document Management Software includes tools that will help team members review documents all at the same time while also having version control that can confirm that all members are working with the most current version.
DMS such as DocuWare include seamless integration with ERP systems and various other enterprise software to enhance overall efficiency while providing full flexibility. Combined with its robust automated processing, it makes distributing documents across departments easy and quick. With its top-of-the-line workflow management system you can assign tasks through a hierarchy that can notify employees via email instantly when the task requires their authorization or confirmation. The system can then be set up to understand which employee or department the task will need to go to after certain decisions are made.
Strong Security and Compliance
When employees work from home this leads to discussions of security concerns. No company wants their work information out and about fully unsecure, especially if employees are no longer in a set location. Cloud-based Document Management systems provide strong security by having tools such as user authentication, 256-bit encryption, action tracking, HTTPS data transfer, and much more.
Document Management Software is also compliant with the law, to ensure that your business practices are still being followed professionally and your documents remain safeguarded. Popular management systems, like DocuWare, are tested regularly and certified by independent third-party institutions. DMS helps you with meeting the privacy standard necessary, and with hybrid and remote work this becomes important now more than ever.
Quick Ease of Access
Document Management Software provides ease of access by allowing a centralized repository that ensures information is instantly accessible to authorized users. This allows high management to be able to get information quickly, allowing for consistent workflow with little to no disruption.
Additionally, because of the power of DMS being able to store your documents, retrieving them will be easy as well. Being able to store your data from anywhere is a very important deal when it comes to getting the necessary documents before certain deadlines are hit. In a hybrid situation, workers that are out of the office can prepare necessary documents and store them while away from office and make it easy for someone who is in office to quickly get the file.
The business industry is evolving, and as more firms shift to remote or hybrid work, having Document Management Software in place can save your company from many headaches down the line. Your business will remain safeguarded and compliant, while also providing ease of use and access to your files with easy collaboration and flexibility. To learn more about Document Management Software such as DocuWare, reach out to Summit Technology today. Our experts will assist and provide you with the best and right office business solutions for your company.