Companies require the management of documents to ensure continued stability and workflow, but there are many issues that arise when storing and managing them. Whether your company has grown exponentially over time, or your company has worked in the field for decades, the chances are there is a lot more data to be stored and catalogued than can be sorted by a reasonable workforce.
Let's discuss some of the most pressing issues that document management faces and see if document management software may help address it.
The Problem of Document Storage and Retrieval
One of the biggest problems that companies deal with is the retrieving and storing of information. The larger the company grows, the more documentation associated with it, until speed of retrieval begins to dwindle at the same rate as customer satisfaction. The cost of hardcopy also causes difficulties for smaller companies that must factor in postage and paper. If you expect your company to grow within the next few years, you can expect these problems to worsen exponentially.
Fortunately, there is a solution. Software solutions such as DashDDX accelerate cashflow, eliminate paper, make retrieval of documents fast and easy, and allow uploading of documents, not just those associated with SYSPRO, making for transition to the optimized system easy. Instead of having to contain documents in a remote part of the office, they can be accessed with a few simple clicks, allowing more time for customer interaction and satisfaction.
The Problem of Document Security
Hardcopy and softcopy data is weak when it comes to cyberattacks on company infrastructure. The same can be said for document security. When records are kept in multiple unsecure locations without moderation, there are many chances for information to leak through the cracks. However, when documents are stored securely in one encrypted location such as the software DashDDX, there is far less risk of document loss or damage. At the same time, the method of access allows moderators to watch the access of data and records. The tight vault enables security of documents, and peace of mind for shareholders and clients alike.
The Problem of Linking Documents
It can be time consuming to locate an invoice associated with a supplier invoice, and to match up POs to packing slips. That's valuable time wasted that DashDDX can give back to your company.
Workflow Problems in the Office
The workflow of a company is paramount to its success. Without a system to access all documents at once, documents under review can get held up in someone's queue and delay the approval process. It's difficult to track who has approved and who hasn't, so employees face frustration when tracking down each individual instance. This wastes valuable time. If you find yourself facing issues like this, then DashDDX and its ability to manage document review and approval process may be what you need.
The Solution to Document Management
Managing documentation is viewed as a difficult and often-time consuming task, but the truth is that there are solutions to the problem that can cut the time it takes in half without having to sacrifice any security. In fact, an application like DashDDX may be just the thing to increase security, and optimize work, to boost your company up that extra bit.
For more information on DashDDX visit: https://dashdev.com/about-dash/ or talk to us at Phoenix Systems. To do so, go here.
