In the fast-paced digital business world, efficient management of business documents plays a pivotal role in ensuring smooth operations to attain maximum profitability and security. As technology continues to evolve, professionals across these organizations are no strangers to the challenges of handling vast amounts of data. Introducing a centralized document repository can be a game-changer, revolutionizing the way businesses organize, access, and secure their critical documents.
While elevated document storage through the use of a document repository is helpful, your organization will need a platform built with robust functionality to effectively make an impact on organizational processes, and reduce the paperwork burden facing your team.
Repositories: The Organizational Backbone
Document repositories are the organizational backbone that enterprises require to manage their extensive data. Through the use of an exemplary document repository, you can provide your team with a secure and centralized location to store and access all your documents, which is key for managing the lifecycle of documents, encompassing creation, revision, approval, archiving, or disposal.
The Makeup of a Centralized Repository
Business runs on documents, data, and information. Because of that, investing in the method you handle documents is vital to ensure all business processes run smoothly while also providing beneficial functions that aid in your businesses operational manner.
Imagine a centralized digital location where all your documents reside—a digital hub that keeps everything organized, promotes collaboration among employees, and ensures top-notch security. A location that can be accessed from anywhere. The following key areas can be improved with the implementation of a document repository like a document management system (DMS).
- Organization: Eliminate content sprawl and bring order to your documents, with naming conventions, folder structure and cohesive tags, so that every file is where it should be and is easy to locate and retrieve.
- Access Control: Facilitate streamlined access for internal and external stakeholders. Manage permissions and access rights, ensuring that only authorized individuals can view, edit, or delete documents.
- Security: Provide a secure environment for your documents, protecting your business from avoidable risks like potential data breaches or data losses.
- Storage Space: Optimize storage space by eliminating redundant copies, while maximizing storage count on cloud-based storage solutions, all while adhering to legal, regulatory, and industry standards for document handling, retention, and disposal.
The Pitfalls of Simple Document Storage
Staying relevant and efficient in today’s business environment heavily relies on digital document storage, yet this is just the beginning. Effective digital transformation requires more than just digital document storage; it’s merely the initial step in a broader process.
Through the singular use of a centralized document repository, you may run into many of the same problems that physical storage creates: slow, manual processes, security risks, and noncompliance To combat the inefficiency and potential risks of physical or simple document storage, businesses should introduce full document management solutions.
Document management solutions not only store documents, but can completely redefine the way businesses operate, providing significant upside to organizations in the form of time-savings, financial savings, and threat mitigation.
Benefitting Your Business With Document Management
The benefits of a DMS extend far beyond efficient document storage. Organizations who have implemented robust document management systems have seen great impacts on their businesses, powering growth and the ability to meet short and long term goals. Here are the ways that a DMS can positively impact your business operations.
Scalability
Businesses that use DMS can grow at an advanced rate. A robust DMS can provide significant value to organizations growing and expanding operations at a scale unavailable with traditional document storage solutions.
Time Savings
Notably, organizations turn to DMS to solve the tedium of everyday document processes. Limited labor hours no longer need to be solely devoted to document work, allowing employees to reallocate time to production and maximum outputs. Coupled with automation functionality and capabilities, businesses save valuable time as they no longer have to perform all the manual administrative work.
Content Lifecycle Management
A DMS can be used to manage the entire content lifecycle—from creation to disposal. And it can automate all of the work involved in those steps from creating, naming, and organizing new documents, to applying document retention policies.
Adherence to Compliance Standards
There are countless compliance risks associated with ineffective and inefficient document management. A DMS complete with built-in security measures to protect your organization ensures that compliance concerns are easier to navigate.
Error Prevention
Minimize human errors in document handling with tools that get the documents to the right people at the right time. A DMS can automate document routing, data extraction, and other tasks that are prone to human error.
Functionality Beyond Storage
To fully harness the potential impact of a DMS and let it positively impact your bottom line through better work, it should encompass key functionalities. Revver is a document management solution that can serve as your DMS—for document storage and its other significant strengths—that offers functionality across key solution areas. These are examples of the ways that Revver puts your DMS functionality into action.
Automation
While automation was once a luxury, it is now a necessity to empower businesses to do more with less. Especially for larger enterprises, automation allows teams to focus on strategic plans instead of getting bogged down with administrative work.
In addition to storing your documents in a centralized location, Revver can fully automate the organization of your documents. You’ll be able to recreate folder structures, and apply and enforce consistent naming conventions to ensure they’re always stored strategically.
Collaboration
Documents are rarely worked on in isolation. One of the draws to a DMS is that it can enable all of your team members to access and collaborate on key business documents in a centralized location.
Revver allows teams to collaborate on centralized documents from anywhere, while equipping them with the tools they need to effectively collaborate. With secure document sharing, O365 co-editing, and more, all collaborative work can be effectively carried out within the platform.
Access Management
As many individuals across various teams may need to access business documents, organizations should have complete control and visibility over who accesses each document and how they are accessed.
Revver provides a platform for businesses to have complete access management. They can control access to certain documents or folders with role-based permissions to customize any individual’s ability to access, edit, or delete documents. Revver also uses audit trails to give you full visibility in the way any given file is being used.
Security
A DMS should include advanced security measures that protect all of your business information, so they can better adhere to industry-wide compliance standards.
Revver uses end-to-end encryption for documents in-transit and at rest. This means that whether documents are being routed and shared with others, or are simply being stored, they will be protected and limit the risk facing your organization.
Available Integrations
A robust DMS should adequately handle integrations with your other software for a cohesive workflow.
Revver has an open API, which frees it to integrate with countless software applications so all of your work can be centralized and cross functional.
Search
A DMS with full functionality to search across the entire platform to retrieve a missing document is essential. Quick document retrieval will save you valuable time as work is no longer held up by missing documents.
Revver employs advanced search features to locate a document in an instant. More than a simple title search, Revver can retrieve items based on metadata—date created, users involved, etc.
Setting Up Your New Tech
Following a strategic approach to setting up a simple document repository involves a series of steps:
- Collect and Organize Documents: Start by gathering and organizing all business documents systematically.
- Select a Hosting Service: Choose a reliable document repository platform that aligns with your business needs.
- Scan and Digitize: Transform physical documents into a digital format that can easily be uploaded into your digital system.
- Upload Documents: Upload all documents (whether recently scanned or natively digital) into your new platform.
- Naming System: Establish a consistent naming convention for easy identification and retrieval.
- Organize and Store: Populate your repository with well-organized documents, ready for efficient access.
Bonus! Through the use of a document management platform driven by automation, each of these steps can be performed automatically, greatly reducing implementation bottlenecks.
Your Secure and Automated Document Management Solution
Investing in a document repository is key to staying organized among the mountains of documents and data. Extending your reach beyond simple document storage with a document management solution enables you to automate the document tasks (document routing, approvals, and retrieval) that wear down your organization and contribute to employee burnout.
Discover Revver: Full Functionality Beyond Document Storage
Revver stands out as an exemplary DMS, offering the convenience and security of a document repository, in addition to the efficiency boost of automated document management that is tailored to your business needs. With Revver, you can experience the future of document management—efficient, secure, and designed to elevate your enterprise to new heights.
In the dynamic landscape of business technology, a centralized DMS is no longer a luxury but a necessity. It’s the key to unlocking a new era of efficiency, collaboration, and security in your business processes. Embrace the power of a DMS and transform the way your enterprise manages, accesses, and secures its invaluable documents. Discover Revver and embark on a journey towards a more streamlined and secure document management future.
