Sometimes, an organization hits its stride – everything is going great and working well.
Or does it just seem that way?
There are usually a few lingering issues that could be improved upon. Maybe they’re obvious things, and you know you’ll get around to them… or maybe they’re a little more nefarious than that. Those are the ones you have to worry about.
In today’s Smart Document Solutions blog post, we’ll identify what some of those hidden problems could be, and look at how to mitigate them with a great document management system.
Let’s begin:
“Quiet” Productivity Leaks – the Silent Killers of Efficiency in Your Workplace
Every organization has routine tasks that seem insignificant. This is the stuff you and your team do every day that’s all part of the job—things that are boring, but necessary. Take, for example, renaming files on your computer or smart device so that the file names are consistent. Or how about making sure that everyone who needs a particular document has it, even if they’re members of a different department or team. Perhaps you manually send it over. No big deal, right?
Well, it can be kind of a big deal, since these are the kinds of tasks that should be automated, but often aren’t. Xerox-powered document management systems can address these kinds of “quiet” productivity leaks, freeing up minutes, hours, and days of employee time to focus on the important rather than the mundane.
A Good DMS Provides Secure-Yet-Accessible Documents for Individuals and Teams in Collaboration
A document management system, or DMS, is a suite of software designed to help you:
- Organize,
- Store, and
- Track
your documents, in a way that’s usually automated or at the very least involves as little manual intervention as possible.
If your organization uses, for example, a cloud storage platform like Dropbox Business, Google Drive, or Microsoft OneDrive without a document management system in place, it’s up to you to add documents to the platform, name them, place them in appropriate directories, and provide access permissions to other staff who might need access to them. It’s a lot of work—and without automation, prone to human error (e.g., some people might not get the documents they need, or something will go missing because it was incorrectly named).
There are many ways to set up a document management system, the intricacies of which are beyond the scope of this blog post. However, for small and midsize businesses who want an affordable, easy-to-implement system that integrates with their already existing tools and Xerox equipment, there’s few better choices than Xerox DocuShare Go.
DocuShare Go is feature-packed, but some of its more key offerings are:
- Automated workflows that eliminate manual processing for routine tasks.
- AI-powered data extraction tools that can instantaneously organize, sort, and direct documents.
- Industry-leading security and access controls, so you can protect data reliably.
These tools are exactly what you want in a DMS—and they can eliminate those “quiet” productivity leaks almost immediately.
Need Help Setting Up a Document Management System or Just Want To Learn More? We’re Here To Help
A document management system will help you get the most out of your modern Xerox equipment. If you’re ready to upgrade to a “workplace assistant” class multifunction printer, we’re here to help you make the best selection for your unique goals—and show you how to get the most out of it. Please feel free to contact us today or request a free online quote.
