In today’s business environment, large volumes of documents are being created, shared and stored on a daily basis. With so many documents being generated, it can be difficult to keep track of which ones are active, which ones have been finalized, and which ones need urgent attention.
Automated document tracking has become a crucial tool for companies that need to manage, track and report on documents in an efficient and organized manner. Here are some of the main advantages of adopting automated document tracking.
1. Faster and more efficient document retrieval
With automated document tracking, users can easily locate and access the documents they need without wasting time searching through file cabinets or digital folders. Documents can be instantly located through a simple search process, and the information contained in them can be retrieved in just a few clicks. This makes it easier for employees to navigate their work, and more time can be spent on core business activities.
2. Increased document security
Automated document tracking systems ensure that confidential documents are not accessed by unauthorized personnel. Access to sensitive documents can be restricted and notified in real-time to the relevant parties ensuring that they are secure from people who do not have permission to view them. This minimizes the risk of data breaches or information leaks that could have negative effects on a business.
3. Improved document visibility and control
Automated document tracking provides businesses with increased visibility over their documents and offers full control over how they are shared and distributed. Documents can be tracked and monitored throughout the entire process of creation, review, approval, and distribution. This level of visibility ensures that the document is on track and prompts deadlines when there are any deviations.
4. Greater efficiency in document review and approval
Automated document tracking streams and expedites the review and approval process for documents. More often than not, businesses follow a process of creating a document, sharing it for review, making changes and finally getting approval by stakeholders. Automated document tracking takes the approvals process to the next level by making it easy for stakeholders to receive notifications on their device and review documents promptly whenever they are updated.
5. Improved compliance with regulatory requirements
Automated document tracking makes it possible to keep an updated log of when documents were created, reviewed, modified or deleted. This can be especially important for businesses that have to comply with regulations and abide by audit standards. Automation helps businesses remain in compliance, which can lessen the risk of penalties or other legal repercussions.
6. Greater collaboration amongst teams
Automated document tracking improves collaboration within the organization and amongst teams. It offers real-time sharing of documents and updating documents as they are being worked on by stakeholders. This helps teams work together more effectively to create better quality documents.
7. Better decision-making
Automated document tracking systems collect and analyze data on the life cycle of documents, offering greater insights into their usage patterns. These insights can be used to make more informed decisions about how documents can be optimized, which ones need to be revised, consolidated, or updated and which documents require significant changes.
8. Reduced cost
In operating a business, time is money. Automated document tracking can help save time by streamlining document management processes and workflows. Saving time means saving money, and businesses enjoy reduced document handling costs.
9. Increased productivity
Automated document tracking reduces the need for manual document tracking, so teams spend less time searching for the right documentation and more time being productive. Employees are freed up to spend more time on other critical tasks, potentially leading to increased productivity and a better bottom line.
In conclusion, automated document tracking has become a game-changer. Implementing it in your organization offers numerous benefits including efficiency, compliance, security, collaboration, and reduced cost. Invest in an automated document tracking technology today and unlock the full potential of your business.
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Check out our product HelpRange. It is designed to securely store (GDPR compliant), share, protect,
sell, e-sign and analyze usage of your documents.