Document management is the need of the hour. Massive businesses and organizations maintain an amassment of information through documents and such immense documents need efficient regulation.
“If it is not documented, it doesn’t exist.”
-Louise Fried
Document management, popularly known as Document Management System (DMS), is a procedure that necessitates the process of managing and reserving documents within an organizational structure. Organizations throughout the world invest in document management because it is crucial in business operations.
4 Top Trends for Managing Documents
A trend is an extensive alternative or development towards a commonly followed practice. The practice of document management has followed several trends over the years wherein organizations maintain their documents and technological progress on a platform that can be on paper or digital. Over the course of years, the paper has become an obsolete means of documentation management and the digital platform has taken over for the same. Some of the trends in document management are as follows:
1. Cloud Repository
A cloud repository is a representation of data storage or a cloud computing model in which digital statistics are stored on the Internet in storage pools. The physical reserve encompasses several servers and the data is stored by the organization. This stockpile of statistics is reserved through a cloud computing provider that supervises and manoeuvers data storage as a service. These cloud storage providers are accountable for safeguarding the data and keeping it obtainable and approachable. Also, the physical environment is strengthened and kept running. The cloud repository ascertains that documents are readily available anywhere and anytime. A few of the pre-eminent cloud storage platforms include OneDrive, Google Drive, and Apple iCloud.
2. Customer Service Portals
A customer service portal is a software juncture that provides the clientele with a thorough prospect into the intercommunication within the business or an organization. The customer has insight into the metrics, support appeals, and associated documents that can be shared conveniently through these portals. These service portals help in intensifying the correlation of the customers with the organizations because they offer a conspicuous, reliable, and unbarred forum for an alliance or collaboration. The common benefits of the portals include the following list of activities:
- Tailoring the content to the particulars significant to each customer.
- Fabricating and tracking support licenses.
- Dispensing blueprints and documents.
3. Mobile-friendly Applications
Some mobile-friendly applications have made it possible for users to access all their documents through them. In today’s era, organizations embolden mobile manpower. These document management applications facilitate users to soundly access and search all the documents securely. This permits the users to easily and flexibly approach their documents anywhere on the go. The following is the list of perks that mobile-friendly document management applications allow for their users:
- Documents are made readily attainable which helps in speeding up business decisions.
- Makes collaboration easier with the workforce available anywhere and at any time.
- Grants users to effortlessly upload documents to the repository.
Some of the foremost mobile-friendly applications are Docsvault, eFileCabinet, Smartsheet, and IncoDocs.
4. Video Platforms
Video platforms are the new generation of document management systems that allow users to supervise their documents effectively through videos. They also help the creative and marketing teams consolidate creative scrutinies and approvals on visual content. They assist organizations to standardize, methodize, and contribute their digital media such as videos, images, audio, and brand guidelines. Some video platforms serve as collaborative forums where the creative teams can upload, review, and share video content. OpenText Hightail, Filestage, Filecamp, and Frame.io are a few of the chief video platforms for document management.
These document management trends provide a hypothesis of what the future holds for document management. Organizations and businesses are moving towards unified and user-friendly solutions. Cloud computing, video platforms, and mobile devices have permanently ingrained document management making life easier for businesses and organizational structures.