The 6 building blocks for optimizing digital document management

Digital document management is an important part of every company's daily processes. But how do companies ensure that their document management processes stay up-to-date and meet today's needs? In this blog post, we discuss the six building blocks that help optimise digital document management.

1. Automation 

A key factor in digital document management is automation. More and more companies are opting for automated processes to manage documents. Think workflow and document management systems that simplify and speed up document management. Automation allows companies to work more efficiently and make fewer mistakes.

2. Cloud-based solutions 

Cloud-based solutions are becoming increasingly popular for managing documents. This is because these solutions are easily accessible from any location and are often more user-friendly than other solutions. Moreover, cloud-based solutions usually offer a high level of security and data protection.

3. Security  

Document security is incredibly important, especially in the face of increasing cyber threats. Companies are therefore increasingly using security protocols such as encryption and multi-factor authentication. By implementing robust security measures, companies ensure that their documents are secure and not exposed to unauthorised access.

There is a growing need for digital document solutions that are secure, reliable and protect users' privacy. The GDPR legislation has led to an increased focus on security and privacy, making companies pay more attention to protecting their documents and data.

4. Artificial intelligence 

Artificial intelligence (AI) is playing an increasing role in improving document management. For example by:
-Automatically classifying documents.
-Identifying information in documents.
-Extracting information from documents.

By using AI, companies can further optimise their document management processes and make them more efficient.

5. Collaboration 

Digital document management solutions are increasingly being designed with collaboration in mind. This makes sharing, editing and collaborating much easier for team members. By using collaboration features, companies improve team productivity and ensure that everyone stays up to date.

6. Usability 

Users want document management solutions that are easy to understand and use. A user-friendly interface and intuitive navigation are therefore crucial. Finding, opening and editing documents should be quick and easy. Improving the user experience is achieved, for example, by developing an interface with clear icons and menu options, providing quick search options and minimising the number of steps required to perform a given task.

As you have read, optimising digital document management is crucial for companies of all sizes. Want to know how we bring the above building blocks together in our products and services to improve your document management? Then read on here or contact us.