7 Reasons Document Management is Essential for a Mobile Workforce

Even as increasing numbers of workers return to the office, the fundamental way we work has forever changed. With more of us working from anywhere, paper-based processes no longer cut it. Instead, everyone needs mobile- and web-based capabilities, so we can get our jobs done and collaborate wherever and whenever. Document management software, like DocLink’s web- and mobile-based document management system, is the right technology for how we work. 

DocLink is designed to help your organization and its employees store, manage, track, and collaborate on documents in a central location. Users can access the software from any device, including laptops, tablets, and smartphones, which makes it an ideal solution for a work-from-anywhere workforce. 

To get you thinking of the ways you can incorporate DocLink into your organization, we assembled a list of the seven biggest benefits associated with document management applications.

1. Accessibility
   One of the primary benefits of document management software is centralized document management. All documents and data are stored in a single, secure location accessible by authorized personnel from anywhere and from any device. This ensures that your mobile employees can access the latest version of the document, eliminating the need to be physically present in the office, carry around physical copies, or send documents back and forth.
2. Improved collaboration
   Document management software enables remote employees to collaborate on documents and data in real time. It allows your team members to work together on the same document simultaneously, even from different locations. This saves time and enhances productivity, as everyone can contribute ideas and make changes as needed.
3. Enhanced security
   Data security is on everyone’s mind, and document management applications can help secure your organization’s data while keeping it accessible to those who need it. Document management software provides enhanced security features to protect sensitive documents and data. DocLink, for example, uses permissions, password protection, and encryption to keep your information safe. This ensures that only authorized personnel can access and modify documents and that sensitive data remains secure.
4. Increased productivity
   Employers may be asking more from fewer employees these days, so tools that increase their productivity and efficiency are well worth the investment. DocLink allows employees to access the information they need quickly and easily without wasting time searching for documents or waiting for them to be emailed. The result is more time spent on value-added work and less on busy work.
5. Cost savings
   Document management software can help your organization save money on printing and document storage costs. Mobile employees do not need (or want) to carry physical copies of documents. Plus, printing, filing, and retrieving paper documents wastes time and money. Saying goodbye to paper can lead to significant cost savings over time.
6. Streamline approval processes

   Approval workflows are a necessary business best practice. But they can also be an administrative hassle. The accounts payable approval workflow is a good example. Where’s the receipt? What step in the process is it in? Did it get coded to the correct accounts? 

   Moving your approval processes from paper and emails to DocLink automates the workflow while providing deep visibility into every step. Stakeholders can review and approve from anywhere, effectively eliminating the bottlenecks that can occur when approvers are off site. Plus, using Smart Forms, you can preset default values to help minimize errors.
   

7. Initiate workflows remotely

   When employees are away from the office, it can be difficult to kick off a new workflow that may require backup documentation before submitting. Some examples might be expense receipts, signed customer contracts, or timesheets. With an application like DocLink on their mobile device, employees easily capture new documents and upload them into DocLink, for safe storage or to kick off a new workflow as appropriate. 

   Whether your employees are primarily mobile and work from home or back at their company desks, document management applications fill an essential role. Contact us when you’re ready to learn more about how document management can benefit your organization.