In recent years the companies that have been quick to learn that document management tools are essential to support business needs have remained immune to digital disruptions. They identified the need to adopt digital management solutions to maintain control of their document and information management while automating business processes to improve workflow efficiencies.
From product development to customer service and everywhere in between, medium-sized companies that embrace advanced document management systems and automation will come out ahead in an increasingly competitive marketplace. To give you a head start, here we look at the top document management trends in 2023 that you should embrace to gain that competitive edge.
Emerging Trends in Document Management
Creating a Lifecycle Environment for Electronic Records Management
Document lifecycle management environments will assist corporate owners in 2023 in understanding how each document type arrives at the archive or disposal stage. Following the processes, records, and documents provides useful insight, resulting in an always-up-to-date document management system. The typical document lifecycle includes the following stages:
- Creation
- Approval
- Storage
- Distribution
- Retrieval
- Control changes
- Obsolescence
When your firm understands each stage, you can implement the necessary controls to decrease the risk of data loss. You can also guarantee that you adhere to industry standards governing information integrity. Finally, without a document lifecycle environment, you are more likely to develop a decentralized approach to document and records management that keeps departments operating in silos.
The correct environment promotes collaboration among your internal and external stakeholders, allowing you to take a more integrated approach to document management. The electronic environment safeguards record integrity at every stage of the document lifecycle, allowing for uniform management that is both sustainable and compliant with industry norms. As a result, with lifecycle controls in place, traceability improves.
Developing Paperless Business Procedures
Companies can use technological innovation to develop paperless corporate processes that reduce risks and enhance the successful management of all data and documents. Folderit in 2023 builds digital business processes, such as electronic records management solutions, which free up space in your filing cabinets. Using this method, firms can control their paperless initiatives by scanning a specified number of paper records each month.
The end result is good digitization in terms of both budget and workload. Businesses that go paperless benefit from the convenience, security, and accessibility of digitized documents through secure on-premise or cloud-based information management systems. Offsite paper archive storage costs are avoided, as are inefficiencies from manually accessing numerous format documents, and all operations are considerably enhanced with fast access to information.
Scalable Document Management Procedures
A firm cannot avoid the expanding volume of documents. Whether it is paper, microfiche, microfilm, or big format printouts of various sizes and functions, document management trends in 2023 must stay scalable. With physical documents, volume is always challenging, frequently leading to costly paper archive storage. Electronic papers and data are the most scalable solution, with unlimited storage capacity and simple access from anywhere.
You may quickly and economically grow your storage requirements from a single central storage system, regardless of how long you must preserve records for a document’s lifecycle. If your company cannot avoid paper documents, you may easily invest in scanning equipment to ensure that the electronic records of each document are always kept as a solid, safe backup. This is the simplest way to store and find any document for a scalable, long-term document management system built for searchability and sharing.
Collaboration through Global Document Management
Most organizations nowadays rely on several operational sites, whether they are the residences of your local employees or vendors and consumers around the world. Access to up-to-date information from wherever is required for global document management in 2023. A useful document management system not only saves files but also allows you to distribute them using role-based access controls. Working with foreign vendors and suppliers, attracting top people from diverse countries, and serving worldwide clients all benefit from global document management. A central document repository meets the needs of a growing organization ready to compete in the global economy.
Document Management to Enhance Customer Service
The document management trends for 2023 aren’t only about new technologies. Instead, organizations are searching for methods to increase efficiencies across the board, including customer service, by leveraging existing document management systems. Customers today are all about convenience, with a desire for quick replies via familiar channels. This provides opportunities for customer support teams who are already battling to deliver answers to clients who are frustrated by slow response times. Savvy organizations are currently using document management solutions to improve customer service.
They can swiftly search for and share critical papers and records, such as when an order was received, what a customer ordered, customer instructions, and so on, to confirm a mistake occurred. Effective records management in 2023 provides your customer support team with real-time information, allowing them to swiftly answer queries or communicate up-to-date information on the status of an order. Access to relevant customer data enables support personnel to have better customer service experiences by having the information they require at their fingertips at all times.
Insights from Meta Data Capture
Successful businesses investigate how each department can boost profitability by leveraging their document management system. The marketing department, for example, can use the system for market research and to learn how to build segmented market data for future use. They can tag customer papers and orders in order to compare and retrieve data that can provide useful insights into client behavior. They can establish a document meta data vocabulary using effective indexing to manage files and search for important information that will help them create market segments.
Each department can create its own tagging vocabulary to make it simpler to identify relevant data and establish segments based on things like age, order history timelines, order kinds, and so on. Accounting can establish individual invoice profiles depending on the date, product name, or client name. While each document must have similar tagging for basic searches, smart planning with adaptable indexing elements makes it easier to meet the expectations of the end user in 2023. From human resources to accounts payable, manufacturing to customer service, insights gained from meta data capture can improve your bottom line.
These 2023 document management trends make full use of the possibilities of document management systems. By embracing these trends immediately, you may strengthen your position as a legitimate competitor in today’s industry.
The Folderit team is ready to help you enter the digital era, with scanned document friendly storage, customizable document management solutions, and a full range of cloud management automation solutions. Contact our team for details and quotations catered to your specific requirements.
