PiF Technologies

What are the Benefits of Digital Document Management?

The global pandemic forced many companies to reevaluate their priorities in order to adapt to an unprecedented, changing world. Many discovered a need to invest in Document Management Systems in order to keep their businesses on track as their staff began to work completely remote or on a hybrid schedule.

When your employees can’t physically be present in their office, they still need reliable access to their organization’s network and documents regardless of their location or the device they’re using. 

Businesses now require solutions that can be easily deployed and expertly maintained to keep up with the constantly evolving safety requirements and ever-changing hybrid and remote work schedules. 

You can prepare your business for a seamless transition back to the office with a digital Document Management System that will provide your team with numerous benefits including upgraded workflows, increased productivity, and improved day-to-day operations.

Document management is an easy solution.

Instead of lugging a briefcase full of files to and from the office, or even worse, bringing an entire filing cabinet home with you, all the files across your organization are accessible via the Cloud-based document management software. A Document Management System works as a “virtual filing cabinet” for your entire organization.

Every employee in your organization can access their job-necessary files from any device, any time, any place.

Document management is the act of capturing, storing, securing, processing, and delivering important documents for your business in some form of automated means. Organizations that have not transitioned their documents to a Document Management System can spend an unnecessary amount of time manually searching for documents. 

By implementing document management software now, your organization can seamlessly transition back to working in the office. PiF Technologies offers a solution that is completely web-based allowing your team to work from anywhere effectively and efficiently.

Completely customizable

Every system is completely customizable for your industry’s specific needs regarding daily operations, organization size, and security needs. An example of this could be that your human resources department utilizes a portion of the document management system to store and route important employee documentation. 

Security features are expansive, adaptable, and role-based. Not every employee needs access to every document in the system. Our intuitive system can be set up to limit access or completely restrict any employee from viewing certain files and documents. Security measures can be allocated on a user-by-user basis to ensure everyone has access to what they need when they need it.

Protection from natural disasters & cyber attacks

94 percent of companies that experience severe data loss do not recover and 51% of these companies close within two years of the data loss. By utilizing the cloud to store your important business files and information, you protect your company from potential environmental damages that could ruin or corrupt your files. A few of the most common causes of file corruption or loss are due to human-caused errors including damage to hard drives, power failures, liquid damage, or falling for phishing scams. 

Whether you choose to have your documents stored on a server in your office or via the cloud, document management can eliminate a majority of the human element needed to process and protect your data. Common problems of human-led data entry and processing include typos, transposing letters and numbers, or accidental deletion of important documents. This can lead to major problems with paying vendors and keeping accurate information on file for your customers. Our document management solution eliminates the need for a human to enter data and instead allows a human to step in, when needed, to approve, edit, or adjust any documents that have flagged in the system (invoices, purchasing documents, etc). 

Document management is a secure, compliant, and safe way to store all of your documentation for your company; eliminating the need for on-site physical storage like file cabinets. 

But, storing everything digitally brings up the question of cybersecurity and the safety of your information. Our document management system has data-encryption, secure document sharing, and role-based access control.

Data encryption is a security method that ensures information can only be accessed by a user with the correct credentials. Role-based security is a method of restricting network access based on the roles of individual users within your company. Role-based access lets employees have access rights only to the information they need to do their jobs and prevents them from accessing information that doesn’t pertain to them.

Easily locate documents & upload new files

With a Document Management System, you can save your business hundreds of dollars and thousands of hours with fast, accurate document search and retrieval. If you need to find a document from 2 years ago or 2 months ago, the advanced document search platform can easily locate your documents within seconds. This eliminates the need to manually search through physical documents and filing cabinets or relying on your computer’s basic and unreliable search functionality. 

While many customers utilize a Document Management System to scan and store documents, documents can also be uploaded to the system in a variety of ways. 

Documents can be imported into the system from anywhere via a smartphone, tablet, or computer as well as via email. As previously mentioned, documents can have security access settings established based on who needs to view them. When uploading a new document to your system, you can select who needs to see it and where it needs to be stored within the system. That way, only those who need to see it will have access to it. 

If a document needs to be shared with someone who doesn’t currently have access to it, whether it be another employee or an outside vendor, the employee with access to the document can easily email the file as an original attachment or a PDF to whomever they want with just a few keystrokes. 

Easy access on the go also allows access to all your data from any computer or device at any location at any point in time. Sharing, uploading, and approving can all be completed right from your mobile phone.

Ready when you are

Our reliable sales and service team is here to ensure you have a great experience from day 1 to your go-live date. When implementation is complete, our service team remains available to you for any of your important questions.

Ready to see how document management can save you time and money?

Schedule an appointment with a member of our team and we’d be happy to walk you through the implementation process.

Learn more, check out our other posts!

Intelligent Document Processing

Revolutionizing data retrieval with AI-powered Queries

In the 1990s, the way the internet was utilized was changed as Search Engines became increasingly commonplace. Quickly, websites and information became available at the user’s fingertips, unlike the hand-indexed early internet. In the 2010s, Siri revolutionized search as an

Read More »
Microsoft Enhancement

How technology consolidation supports Finance, HR, and IT

The synergy between Human Resources, Finance, and Information Technology is pivotal for organizational success. These interconnected sectors collaborate closely to achieve common objectives, streamline processes, and mitigate risks.

Technology consolidation emerges as a strategic approach to address the unique needs of HR, finance, and IT departments. By streamlining systems and leveraging existing infrastructure like Microsoft 365, organizations can achieve operational efficiency, cost savings, and enhanced security and collaboration. With solutions like Encodian’s plugin integrations for SharePoint, organizations can optimize their existing technology stack without compromising data governance or security.

Read More »
Microsoft Enhancement

How to improve upon your existing Microsoft SharePoint Platform

Microsoft SharePoint is a commonly used tool for many businesses, but it has technical limitations. Learning the place of SharePoint within your organization as well as the tools that can help it expand into a seamless document automation system can help you leverage your existing technology investment.

Read More »

Download "Work Smarter, Not Harder: Understand the Value of RPA" now!

Let's Connect

Have questions? We'd be happy to answer them.

Thanks for downloading!

Click the button below to view your download. You will receive your download link by email as well.