Despite the increasing prevalence of digitally-only papers, it seems unlikely that we will ever be able to eliminate paper entirely. Because of this, you should devise a method for handling both paper and digital records simultaneously. While electronic document management systems are helpful across the board, some departments may benefit more than others.
Accounting
Invoices (whether physical or electronic), copies of checks, and tax returns can all be safely archived online, much to the delight of accountants working in accounts payable, accounts receivable, taxes, and general accounting. Documents from various departments can be protected from unauthorised personnel by storing them in physically distinct online cabinets or by employing unique index values.
And most document management systems may be connected with accounting software packages so that paper records can be filed alongside client information. Invoices for purchases and sales, copies of cash inflow and outflow, purchase and sales records, cash and bank books, and more can all be managed with relative ease.
Human Resource
Workers in the HR field still face mountains of paperwork. Human resources departments have time limits on how long they can hold documents like resumes, benefit applications, and W-2s (lengths vary by document type, state and industry). Documents are stored in a way that makes them easily retrievable and searchable by a variety of criteria, including but not limited to last name, first name, department, employment date, and more, allowing employees to work faster and more efficiently than ever before.
In addition, there is no longer a mandated retention period during which hard copies of employee files must be kept on site or off. As long as the time and date of the scan are recorded and the owner can establish that the document has not been altered, scanned documents are deemed valid originals under The Uniform Electronic Transactions Act (UETA). Audit trails in document management systems reveal when and from where a document was accessed, as well as who accessed it.
Marketing and Sales
Despite their reputation as “paperless departments,” sales and marketing nevertheless produce important data and correspondence. In the event of a legal dispute, it is essential to have access to the final, signed contract. Similar to how e-mail correspondence that documents buyer/seller communication might be useful in cases where a consumer believes a salesperson did or did not inform them about a feature or function (or lack thereof).
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Customer Services
Streamlining customer service by making invoices, product details, and contracts available online so that frontline workers may respond to inquiries while customers are still on the line is a must in today’s fast-paced business world. Sending electronic versions of these files to your clientele is a breeze.
The manager of an online retailer’s call centre is confident that the company’s document management solution considerably enhances productivity and decreases paper management costs. “Instead of digging for paper in one of twelve filing cabinets in response to vendor and customer enquiries, my employees can now pull up any document relevant to that customer or vendor to answer problems and inquiries,” she added.
Legal
Businesses must deal with numerous legal documents, including those pertaining to the government, the renewal of franchise taxes and licences, and minutes from the annual meeting of shareholders. Purchase agreements, leases, and rentals, lawsuits, and bankruptcies all necessitate specific legal documentation. In most cases, more than one version of the paperwork in question exists. Online document management systems make it easier to keep track of different versions and quickly locate the required file using index values or keywords.
While a more streamlined filing system would assist all departments, it would seem that some deal with a greater volume of paperwork. By reducing wasted time, money, and square footage, online document management solutions can significantly improve a company’s bottom line if these sections devote time and effort to organising their paper and electronic online document management UK into a unified system.
