Document Management Best Practices for 2023
Many of today's modern organisations have begun to optimise their document management processes. This article explores some of the new trends and best practices in the document management space for 2023.
Document management processes play a key role in how companies across all industries operate. While few still rely solely on paper-based processes, modern online document management goes far beyond just storing your documents more securely. New advances in technology have brought things like workflow automation and AI into document processes to help streamline and optimise business operations. Harnessing these new trends can result in better efficiency, productivity and enhanced security when applying these new features and best practices.
Below we explore some of the ways document management is evolving in 2023.
Increase In Cloud Document Storage
As noted above, there are few organisations that haven’t adopted online document management in some capacity whether that be on-premise or a cloud-based system. However, looking to the future many are adopting a cloud-first strategy. This has been on the rise since the sudden surge of remote and hybrid working models, cloud-based systems ensure employees can access the documents they need from any location securely. In today’s working landscape, this is essential. Other benefits of cloud storage are lower operating costs, enhanced security and disaster recovery as well as scalability to name a few.
Automation of Business Processes
Taking advantage of workflow automation and RPA software is critical in today’s digital age. These can help automate manual repetitive processes such as data entry to help streamline tasks, save time and allow employees to focus on more value add tasks. Further, it can help with things such as document approvals, document governance and compliance. An example of a solution that can help enhance document management processes is Power Automate, one of the solutions offered as part of Microsoft’s Power Platform.
The rise in the adoption of collaboration tools in the past few years has not only allowed employees to host virtual meetings and send instant messages but has also allowed for enhanced collaboration particularly when it comes to document-based activities. Collaboration tools such as Microsoft Teams allow the user to access, edit and manage documents without having to leave the application. This ensures that productivity flow is not interrupted by switching between apps and trying to track down documents each time.
Introduction of AI
Over the past few years, Artificial Intelligence has been introduced into many different business technologies to provide improved functionality. In the document management space, AI can offer a lot of benefits. It can help tackle information silos as AI can aggregate data from a number of sources and present it in a logical manner and derive important insights. Further, it can identify similarities across a large set of data and help group or classify documents in a number of ways. It can also help enhance document security, for example, AI can identify personal identifiable information on documents and help classify and store this document according to company policies around sensitive information.
User experience is often the thing that sets different document management systems apart. While they may all may have great functionality, they must still be well-designed and easy to use for the end user. Document management systems have the potential to help organisations optimise processes across the board but only if the system is usable and easily adopted by employees. In line with this, integration is also important. Businesses use a wide range of business systems and seamless integration between these can help improve user experience, data flow and productivity.