How digital document management improves business efficiency?
digidrive.aiAre you still using traditional paper-based filing systems? If yes, read this list on their inefficiencies: '?
- Approximately 7.5% of all documents are lost, and 3% are misfiled.
- Professionals spend 5-15% of their time reading information but up to 50% searching for it.
- Paper documents limit seamless collaboration, leading to delays and miscommunication.
- Only one person can access a paper document at a time, restricting workflow.
- Manual filing systems decrease productivity due to the time spent managing documents.
- Paper documents are vulnerable to unauthorised access, damage, or theft.
Digital document management solutions can help resolve the above mentioned challenges. By electronically storing and managing documents, they bring a host of benefits that enhance business efficiency.
One of the biggest advantages of digital document management is better accessibility. Authorised users can access documents from anywhere and at any time with an internet-connected device. This easy access helps teams work together smoothly, even if they are in different locations and time zones. For example, a study by McKinsey & Company found that better accessibility and collaboration can boost productivity by up to 25% in organisations.
This ease of access is especially important in today’s remote and hybrid work environments. Flexibility is key to keeping workflow smooth and employees satisfied. Digital document management supports this by allowing team members to share and edit documents in real-time. It removes the delays and obstacles common with paper-based systems.
Improved search functionality is a key benefit of digital document management systems. Users can quickly locate documents using keywords, metadata, or full-text search. This eliminates the need to wade through endless folders. For example, instead of manual ly searching through file cabinets, a simple keyword search can bring up the needed document in seconds. This feature saves significant time and reduces frustration. It also improves productivity, as employees can spend more time on important tasks rather than searching for documents.
Version control and audit trails are important features of digital document management systems. Version control ensures users always work on the latest document version. This prevents confusion and errors from outdated files. Audit trails provide detailed records of who accessed and modified documents. This promotes accountability and security. For example, if an error occurs, one can quickly identify who made the change and when. This transparency helps maintain document integrity and supports compliance with regulatory requirements.
These systems offer robust security features to protect sensitive information. User access controls ensure that only authorised individuals can view or edit documents. For example, a company can set permissions so that only HR staff can access employee records, while other employees cannot. Encryption is another critical feature. It converts documents into a secure format that unauthorised users cannot read. This protects information during storage and transmission. Even if a hacker intercepts the data, they cannot decipher it without the encryption key.
Secure document storage minimises the risk of data breaches or unauthorised access. Unlike paper documents that can be physically stolen or damaged, digital documents are stored in secure, often cloud-based environments. These environments have multiple layers of security, including firewalls, anti-virus software, and regular security audits. For example, a law firm managing sensitive client information can use a digital document management system to ensure documents are encrypted and only accessible to designated lawyers. Audit trails track all access and changes, providing a clear record of who viewed or modified each document.
In recent years, artificial intelligence (AI) has been used to enhance digital document management systems. AI can automatically sort and tag documents based on their content. It understands context, enabling more accurate and intuitive search results. AI can also extract specific information from documents, such as dates, names, and figures. It can predict trends and provide insights based on document data and can detect unusual activities and potential security threats in real-time.
Looking for information on AI document management'?
Explore our document management system. It offers a myriad of features to streamline your document handling processes, improve efficiency, and ensure the security and accessibility of your files. Some of the features include:
- Document Input Easily import documents by uploading from your computer, dragging and dropping, importing from email, or scanning directly from a connected scanner.
- OCR Search DigiDrive DMS features robust live-search capabilities. You can search documents based on file names, metadata, and actual content using Optical Character Recognition (OCR) technology. This allows comprehensive searches on PDFs, Docx files, screenshots, and scanned documents.
- Inbuilt Document Viewer View a variety of document types, including JPG, TIF, BMP, GIF, image PDFs, PNG, ICO, and video files.
- Dynamic Workflow Set up approval workflows for invoices, vacation requests, or any other documents. Obtain approvals and comments from one or multiple individuals easily.
- Audit Trail Monitor activities and maintain comprehensive audit logs for each document to meet compliance obligations.
- AI-based Content Extraction and Classification Automate data entry, sorting, and document recognition to boost productivity.
- Version Control Upload new versions of documents while retaining existing metadata and preserving all prior versions.
- Mobile App Access documents from any Android device with an internet connection. Securely manage your documents from anywhere in the world.
- Security and Access Control Access content securely from any enterprise application. Manage user access through the admin portal.
- Bulk Uploading and Downloading Use the Digi-Sync App to upload or download thousands of files simultaneously.
- Document De-duplication Prevent duplication of files across your tech landscape.
- Inbuilt Compression Optimise file storage efficiency with built-in file and video compression technology.
