Delving Deeper into Automated Document Management for Advanced Functionality

by Mar 6, 2023Blog, Document Management, Solutions

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Delving Deeper into Automated Document Management for Advanced Functionality

The traditional way of filing, sorting, and organizing documents, files, and general paperwork can become tedious, inefficient and time consuming. However, with the advent of automated document management through paperless software, tedious and manual document filing has become obsolete. An automated document management system can boost employee productivity, provide valuable quick searching capabilities, and allow seamless process flows, leading to smoother running operations.

Seeking Advanced Functionality

For organizations who seek more advanced functionality, they must delve deeper into what automated document management has to offer. This includes, but is not limited to, features such as document tracking and workflow, document file folders with customizable security settings, cloud-based repositories, granular search capabilities, automated notifications for document expirations, strong authentication for secure access, and full life cycle document management, such as revisions and archiving.

Having an automated document management system that provides necessary advanced features is essential for successful document management. The most pertinent of these advanced features comes from document tracking and workflows, offering an easy-to-follow visual map of documents, which can be organized into a hierarchical file structure. This allows staff to quickly determine where a document is and easily follow processes, minimizing time-consuming scrolling through a long list of documents.

Leveraging Advanced Feature Sets

Additionally, leveraging customizable security settings ensures that only those with assigned access can gain the necessary permissions in order to use a document. This secure access guarantees the confidentiality of sensitive documents, while still giving staff access to resources they need.

Furthermore, searching capabilities within an automated document management system should not be overlooked. Utilizing keyword search and built in filters can quickly narrow down any search for a file to a few keywords, making finding that complicated document quick and easy.

Another benefit of an automated document management system is cloud-based repositories that are integrated to various file-sharing services. As the number of remote employees grows, so does the need for cloud-based repositories, allowing access from any location, from various devices and users.

Automated notifications for document expirations can send automated alerts for important documents about to expire, reminders for action items, or even automatic redirection to document creators for review and updating when necessary.

Finally, an automated document management system should include full life cycle document management. This includes tracking the entire workflow of a document, such as tagging and version control, multiple revisions and history tracking, and archiving of expired documents in order to keep records up to date.

Delivering Advanced Functionalities

Automated document management software, such as Nucleus One, provides all of these advanced functionalities and more. Nucleus One offers secure access, a secure and auditable repository, unlimited file size uploads, granular search capabilities, automated notifications for documents about to expire and much more.

It is essential for an organization to leverage automated document management with advanced features in order to maximize efficiency and reduce strain on staff. Making sure that an organization has the software and features necessary to manage documents securely, effortlessly and efficiently is essential for success. Nucleus One's automated document management system is designed to provide enterprises with all the necessary features for a complete document management system.

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