In an emergency, how long does the employee have to read the new document – do they have time to reread the entire procedure? If access to their Enterprise Content Management system is complex and they use it only during an emergency, do you think they will remember how to use the training that they were given months ago? Even if they can remember how to access the system, do you think they will remember where the document is filed? What if the network is down and they can’t access the Internet or their own internal IT network? If a procedure is on a web site or downloaded from an Enterprise Content Management System, how do the employees know what has changed since the last time they read the policy? However, as soon as someone prints one of those procedures, they face the possibility of being out of date as soon as a new procedure is issued. To comply, companies develop detailed safety procedures that are implemented in case of an emergency. OSHA standards dictate safety policies in many industries. However, even more important is the safety of your employees within those environments. Similarly, organizations will also have to give time to employees to adopt paperless workflow.All employers are worried about the safety of their assets, whether they are computers, oil refineries, chemical plants, nuclear refineries, Liquefied Natural Gas (LNG) refineries, or hundreds of other things. ![]() PDFs and TIFFs are two such file formats that are being widely accepted.Īlthough digitization has reduced the use of paper in the business workflow but still its elimination if far away from reality and requires more time and striding initiatives. It’s advisory to choose one in which the system converts all files without damaging the original data and is easily accessible on all devices. Various file formats are available in the market. Massive data centers facilitate round the clock monitoring with highly skilled engineers to repel cyber attacks but still, it is advisable to remotely store a copy, especially medical, financial, client information etc. The system incorporated to digitize must be highly secure as it contains sensitive data which needs to be protected. Security and Format: Security is paramount in document management. The system used to digitize the documentation should be scalable which means it must have the tendency to expand as the needs of an enterprise.ĥ. Scalability is Must: Document and data grow exponentially so must the management system also. Professionals use these devices at client locations for presentation and other purposes, therefore a document management system should be equally compatible with all devices permitting the individuals to utilize the software properly.Ĥ. Multi-Platform Support: Introduction of mobile and tablet devices have increased mobility. ![]() Individuals would be able to update, comment and verify any document with a track of changes.ģ. One single space is required to overcome this where collaboration can take place. Sometimes this could emanate an issue of tracking updates in the documents. Connectivity to these platforms will allow the enterprise individuals to directly store and share information through the platforms saving much of their time and resources in replicating the information. Collaboration and Social Connectivity: Social media platforms have become an essential source of information which makes it necessary during the digitization of documents that the system must support these platforms. All one needs is an active internet connection.Ģ. ![]() Digital must support cloud space improving the ease of access. Cloud storage is a great option which permits professionals to access and edit the data or documents from anywhere in the world. Remotely storing data and documents in the company’s server would hinder the access to it. Mobility has become a part of the business, professionals now require to access data at any point in time. Support Cloud Storage: Ease of accessibility is a fundamental block of any system and the same goes with documentation. The futuristic document management system in enterprises must have the below key points integrated.ġ. Those who still stick to traditional methods are trailing in the competition. Currently, every organization has a digital document management system more efficient than traditional paper and file management. Technology and trends have also changed with time and digitization has dominated the trends in the documentation. Document management is necessary for all businesses no matter at which scale it operates.
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