Do you have an extensive document management system for your business?

If you request your employee for a bank statement or phone bill do they know where to locate the information quickly? It is crucial to understand the importance of maintaining an organized system of filing to make it easier for you to locate important documents, such as bank statements that date from three years ago.

In case, you are required to disclose financial statements of your business for the last three years. You will have to either locate these documents from within your organization or through banks. It will take a significant amount of hours and time to obtain these from banks. Because the bank stores this data and isn’t readily accessible. This is the reason we suggest the establishment of an electronic document management system that can allow you to find crucial information about your company should you require access to it from now.

If you establish an organization with a records and documents system. You will boost your efficiency and increase the efficiency of your record-keeping. The process of setting up the system for managing documents involves several important steps such as:

• Create an outline of how to manage documents
• Establish it
• Document the rules to use the system, and
• Educate your employees.

The first thing to determine is the guidelines that will be applied to various types of documents. Once you know the way documents are handled or filed, you’ll be well on the way to getting organized.

Business owners accumulate a lot of documents. On one hand, there are invoices and bills. On the other hand, you might have templates or commonly utilized documents, that can aid your employees in creating regular paperwork for their business.

How do you get your documents into the system?

On several platforms, you can find a variety of methods to add files, for example, by uploading them directly from your computer or adding paper files directly to the computer.

Document Management for small & large companies:

If you have a small company and want to set up a central folder for all documents, this could be the best approach to start. Within that folder, you can create subfolders that contain templates, bill documents for clients’ internal communications, as well as other important documents for your company.

Because statements from banks, phone bills, as well as other invoices, are digital and simple to download, it is easier to transition to an electronic document and file managing system.

Are you drowning in the sea of documents? Larger organizations might use an internal system for managing documents that could have become complicated over time. If files aren’t stored in a central location the results are often inefficient organization, poorly-managed files, and decreased productivity.

If searching for a document can take hours and you have to navigate through multiple different systems, it’s time to refresh your document management software. There are several third-party document management software systems designed for businesses that permit you to quickly search for, save and collaborate on documents through an easy-to-use interface. Certain software systems allow you to organize and manage the preservation of document scheduling, including archival and deletion.

Storing documents:

You might be confronted with several questions while planning for an electronic document management system such as:

• How will you save the files?
• What methods will you use to access them?
• Do you have a guarantee that the documents are safe against hacking?

Fortunately, it’s much easier than ever before, to get secure, 24-hour access to important documents for business. All Thanks to the rapid growth of cloud technology.

The benefits of hosting files in the cloud include accessibility anywhere, at any time as well as lower initial costs. Documents and files are saved automatically in the cloud. Cloud storage allows employees to collaborate and access their documents, particularly in an office-free work-from-home environment or when your sales team is away.

Popular cloud storage solutions are Google Drive, Dropbox, Amazon Drive cloud storage, box, and more advanced systems such as M-files to share documents with enterprise and management. Whichever solution you decide to use be sure to record the system and make it available to your employees.

The DMS system by Absolute Solutions is another great solution that is equally beneficial for small to large scale organizations, . No matter if they are  based in the Kingdom of Saudi Arabia, United States or anywhere on the globe,

Train your staff on your filing system.

After you’ve established your system, be sure you document the system. So it is possible to train new employees. You’ll be capable of training them, and they’ll be in a position to train future employees. Your Employees time and efforts are important for the success of your business. Therefore it is not good to waste these on searching for documents.

Enterprise Document Management Systems:

A document management system for enterprises systems such as Box or similar solutions could utilize a range of technology or customized apps that work with one another to offer a complete and secure document sharing solution that manages the creation, collection and indexing, storage sharing retrieval, and disposal of information assets and records of the entire company.

Conclusion:

The running of a business can be simplified by the processes you use.

The financial health of a company is influenced by a variety of factors that initially appear to be unrelated to money. Ineffective time management, stress, and subsequent documents can result in expenses and can harm businesses and undermine any efforts that are made to improve their financial position.

Implementing business processes promptly can help you and your employees increase productivity and eventually help you earn more profit. This is why it’s essential to comprehend the importance of complete integration of your file management system and how you can best utilize it to benefit your Saudi Arab-based small business.

Do you have a complete Document Management System in place? If not, visit Absolute Solutions to schedule a meeting to discuss the needs of your business and the possibilities readily available, as well to get a free Demo of the best Document Management System in Saudi Arabia.