Five Departments inside your Business That Can Usually Benefit From Online Document Management
Though the amount of documents people only see digitally keeps growing, it does not seem like the planet can go completely without paper in the near future. That’s the reason you should organize a method for managing your paper and electronic documents concurrently. While every department can usually benefit from electronic document management tools, there are several departments that may be thankful more.
Accounting: Accounts Payable and A / R, Tax and General Accounting teams will appreciate that invoices (paper or electronic), copies of checks and tax statements all can be kept in a safe and secure, organized manner online. By getting separate online cabinets or using customized index values, documents from various areas could be restricted from non-assigned employees.
Even better, most document management systems could be integrated with accounting software programs to place copies of paper documents together with your customer detail. Easily manage documents like:
· Sales and buy Invoices
· Copies of money receipts and payments
· Purchase and purchasers Registers
· Cash and Bank Books
Human Sources: Mountain tops of documents continues to reside in a HR professionals world. Resumes, benefit applications and W-2s are only a couple of from the documents hr departments are needed to help keep for particular amounts of time (lengths vary by document type, condition and industry). By storing these documents inside a searchable, organized fashion (think surname, name, department, hire date and much more) and which makes them concurrently accessible, staff can bear more effective than ever before.
Additionally, paper copies of personnel records no more have to be stored off or on-site for any certain period of time. Once scanned, documents are thought legal originals based on the Uniform Electronic Transactions Act (UETA), as lengthy because the time and date these were scanned is taken and also the owner can be the document has not been altered. Document management systems have audit trails that record the time and date and show that has utilized the document and from what location.
Marketing and advertising: While marketing and advertising typically aren’t called paper-generating departments, they are doing have information and correspondence worth documenting. You should possess the final, signed form of an agreement on hands should a legitimate dispute arise. Likewise, e-mail correspondence in which the buyer/seller communication could be documented could be useful if your customer claims a sales rep did or did not let them know in regards to a feature or function (or lack thereof).
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