It’s always a good idea to spend some time getting to know your new software. This way, you can make sure that you’re taking advantage of all of your possibilities. Not sure where to start? Don’t worry. The Vasion team is here to help.
At Vasion, we make it a priority to educate our clients on the full spectrum of document solutions available to them. While not every content management tool is a good fit for every organization, it is likely you will find solutions that will dramatically change your business for the better. For example, here are three document management functions that produce quantifiable results in almost every company. All of these content management tools are available with Vasion software.
E-Forms
Most companies use a variety of paper and PDF forms to collect information. That’s fine up to a certain point, but the more your business grows, the more those documents can become overwhelming. As your documents keep piling up, you may notice a loss of productivity in your workspace. Worse, since you can’t always track edits and signatures, you may have several versions of a single document in your office.
If your content management tools include e-forms, though, you’re in luck. When you convert to an e-form platform, you’ll start noticing benefits quickly. Virtually all of the inconveniences that come from paper documents will go away.
For one thing, e-forms provide much more efficiency than a traditional paper document system. That’s partly because an e-form doesn’t require any further information capture. Instead, all submitted information is immediately part of your electronic database. For that matter, since all edits are saved automatically, you won’t need multiple, varied copies of the same document. You can finally get rid of some of the papers that have been cluttering your workspace.
Secondly, e-forms make great content management tools for those who want to create a greener office. You’ll remove your need for a lot of paper by only printing what you absolutely need to print. Plus, a greener office isn’t just good for the environment. It also saves time and money. You won’t lose revenue because of document mistakes, and you can save the time that you used to spend searching for the right document in a pile of papers.
Finally, e-forms can foster better communication among everyone who works with the same documents. Once you create a form, all the data that it captures can be routed to the appropriate business functions and departments. This way, everyone gets more clarity.
In short, e-forms eliminate many of the costs, delays, and errors inherent in the manual data entry that paper forms require. They provide powerful document management tools that can ultimately help you grow your business.
Automated Indexing
In the world of paper documents, searching for a file is a tedious and time-consuming proposition. We already saw how e-forms can help you save time on this process. Now, let’s see how automated indexing can also help. Automated indexing is one of the most useful content management tools that you should have at your disposal if you’ve made the switch to digital documents. It quickly stores and organizes your documents so that you can find them more easily.
With an electronic content management tool like automated indexing, your searches become quick and powerful. Forget thumbing through files by hand. The contents of your files are completely searchable in seconds. Even the most organized paper system can’t help you find documents via keyword, but automated indexing can do exactly that.
Even better, automated indexing software categorizes scans, TIFF files, barcodes, and PDFs that would otherwise only be stored as unsearchable images. This way, you can remove the frustration that comes from searching these documents as you keep saving time.
Automated indexing doesn’t just apply to English-language documents, either, at least not when you have the right content management tools at your disposal. For example, the Vasion platform recognizes up to 15 different languages and, through machine learning, adapts to the unique symbology and style of your documents. If you run a multi-national business or often communicate with international companies, this particular function can come in handy fast.
Overall, automated indexing increases your company’s efficiency almost immediately, no matter what kind of documents you store.
Software Integration
Next, your content management platform may also come with software integration, which can help your business process lots of information at the same time without getting disorganized or overwhelmed.
Company projects often require information from multiple platforms, and the time that it takes you to switch between software adds up. There are a lot of other things that you could be doing with that time, so why not save it and put it to good use? You can with the right content management option.
Content management platforms with software integration allow you to integrate all your systems to streamline your data input and access. This means that you have single-click access to all your company’s data as needed. In fact, you will have one entirely secure entry point for all users, so your company can save time across the board. Software integration not only puts everything in one place, but it also standardizes processes and procedures for data handling. Using an integrative content management tool, you store, label, edit, and move documents intuitively.
Document management platforms contain a wealth of resources to revolutionize the way you do business, but not all of them are the same. You want to make sure that your solution puts all of the best tools at your fingertips. That’s exactly what we do here at Vasion. Vasion offers all of the content management tools listed above and more. Want to learn more about your content management options? We’re here to help. Get in touch with us today or schedule your demo to learn more.