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Five Ways Technology Advancements Make Document Management Easier

Different document management solutions come with different technological advancements to make file management easier. But which advancements can help your company largely comes down to the specifics of your business and the tools’ relevance? Here are five ways technological advancements are making document management much simpler and more efficient. Choose the right solutions for your company’s needs, and you will make your everyday operations run smoother and ensure you are ready for what the future brings.

The Adoption of a Browser-based User Interface

Not long ago, online document management involved complex software installations on individual workstations. But now, you can find document management software that provides full functionality in a browser-based interface. For instance, with CentreStack’s share file server, you can share internal file servers over the net with a web browser interface, making it easy and safe to share files and folders with team members and others. You can either share documents by uploading them to online cloud storage first or directly sharing the documents from your file server over the internet without having to wait for the upload process to finish. A browser-based interface is also known as a web client. One of the main advantages of an HTML-based web client is it runs on all platforms, meaning it is well-equipped for all of your present and future requirements. Another benefit of a browser-based interface is it is easy to use by anyone familiar with modern internet applications. 

The Cloud Provides Low-cost Infrastructure

Moving documents to the cloud from old-fashioned offline filing cabinets has many advantages, so it is no wonder most companies are using the cloud. When the cloud is combined with a browser-based interface, your document management is consistently service-oriented and scalable, which has huge advantages for lowering costs. Some companies find it easier to have both cloud and in-house systems. A hybrid solution like that can be beneficial for companies with compliance and confidentiality requirements.

The Implementation of Automatic Indexing

 Manual indexing takes a lot of time. The process is also more prone to errors. On the other hand, automatic indexing makes it simple to store and archive documents accurately. Your documents are sure to exist in many forms, from scanned paper documents to electronic files. So, to ensure they are correctly stored, use automatic indexing. Accessing and retrieving documents will then be so much easier. Modern automatic indexing involves machines learning to identify what the most relevant index entries are based on users’ previous actions. Every time a new document is added, the system improves its performance.

The Use of Mobile Applications

When users can capture, access, and perform a number of document management tasks from their mobile devices, it means a business can become more productive and efficient. So, many companies are choosing document management systems that provide mobile access to the most important features. You should choose a mobile solution that runs on all major mobile platforms, such as iOS, Windows Phone, and Android, to ensure everyone you want to have permission has access. Document management becomes easier with some mobile tools, such as apps like PaperScan, which scans documents with a smartphone camera. The images then automatically upload to cloud platforms like Google Drive and Dropbox.

The Solutions Provided by Scalable Architecture

It makes sense to roll out document management solutions in just one department before rolling it out among your whole business. But you will probably want to move to an overall document management solution at some point. Therefore, it is vital you choose a document management system that is scalable, so it can grow with your business’s growing needs. A scalable solution can grow with your company’s needs, regardless of the number of archived documents or users.


Interesting Related Article: “How to Choose the Best Process Documentation Software for Your Business