Automation via Improved Document Management

Document and information silos are the death knell of a growing organisation. The fast dissemination of documents, their ability to be shared and updated by multiple users, to be archived and duplicated easily, all promote effective collaboration, increased worker output and enhanced customer satisfaction.

On the other hand, the lack of an effective document management strategy can lead to lost opportunities, miscommunications and reduced productivity. In a time when businesses are looking to cut costs and increase efficiencies, investing in automated strategies that increase employee outputs and streamline workflows, is simply a sensible option.

In other words, an automated document management system allows employees to instantly access, update and share documents anywhere, anytime, across a multitude of internet connections, PCs and mobile devices. This increases employee output, by reducing time wasted on inefficient data retrieval, prolonged updates, and extended waiting times on updates and lost documents.

RBC Group ensures that automated document management systems are aligned with organisational goals, focussing on the needs of the people who interact with these processes on a daily basis.

Our aim is to optimise workflows, reduce costs and enhance employee collaboration and operational outputs.

Processes that benefit from effective document management strategies

There are certain key operational areas that benefit from automated document management.

Business Process Optimisation

Optimising your business processes with an automated document management strategy allows your employees to store, access, update and share digitised documents. Smaller organisations may just want the ability to capture, archive, and search and retrieve documents.

Alternatively, larger organisations may want to integrate other essential features, such as a calendar for meetings, deadlines and events, messaging and case tracking within their document management system.

The effect of an integrated and automated document management system can be seen in the following areas:

• Accounts Payable: An automated document management system gives the accounts department instant access to current orders and invoices and the ability to update them in real time. This increases the efficiency of your entire business, reduces lag time on payments and keeps everyone informed of invoicing deadlines, late remittances and scheduled payments. Archived invoices can also be easily accessed and collated for accounting purposes, as well as for goal setting and future budget allocations.
• Contract Management: Instant access to contracts in real time promotes operational efficiency and helps to fast track contractual agreements. This means for example, that information on orders and deliveries can be accessed instantly, sales people can be updated in real time and customers kept informed of stock availability.
• HR Automation: The efficiency and output of a HR department that utilises a strategic document management system is dramatically increased. All types of electronic forms can be handled easily, including Adobe and Microsoft Office, as well as in-house software and data bases as well as faxes, videos, photographs, webinars and podcasts.
• Mail Room Automation: With an automated document management system in place, it is a simple matter to use document scanning and capture software to create digitised copies of all incoming mail. Information and data can then be rapidly disseminated throughout your organisation, reducing the time between receipt of incoming mail and its distribution. Prioritised mail can be jumped to the front of the queue, so that the most important information is processed first. The bottleneck that so often happens in mailrooms is eliminated, costs are reduced and operational efficiency is optimised.

For more information on the benefits of document management for your organisation, call us on 1300 857 164, email us at info@rbc.com.au or complete our online enquiry form.

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