No one likes doing or managing paperwork. Beyond draining time and resources, paperwork takes up a lot of space. But there is a way to simultaneously reduce the burden of paperwork and make the overall process of storing and archiving documents much easier: digital document management and archiving.
If you’re new to doc management tech, you might be wondering what such a system might look like or how it will fit into your existing workflow. Below, we explore different document archiving solutions and the benefits of building a comprehensive e-document management system with CDP. Let’s get started!
A Quick Review of Document Management and Archiving
Before we dive into the steps you can take to automate document management and archiving, let’s first review what each concept means and how it works.
What is document management?
Generally speaking, document management is the process of collecting, tracking, and storing documents. However, the term “document management” is most commonly used to refer to digital systems that allow you to store electronic documents.
This type of document management offers benefits like audit trails, control over who accesses documents, and centralized storage.
What is document archiving?
Document archiving involves securely storing inactive documents in a separate but easily accessible system. The goal is to remove the information from your active database – therefore reducing clutter and workloads – and move it somewhere you can retrieve it as needed.
In many cases, document scanning and archiving are required for compliance reasons. Data retention and privacy regulations may mandate the storage of certain documents for extended periods of time. Likewise, document archiving might be used to store important business records in their final states.
What is the Best Way to Digitally Archive Documents?
Physically archiving documents – that is, manually creating, scanning, and storing them – is becoming obsolete, and for good reason.
Technology allows us to simplify and streamline the entire process. Plus, it helps you save physical space and resources; no more rooms full of filing cabinets or endless stacks of papers!
But that begs the question: what are the best digital document management and archiving tools? There are two main options to consider:
- “Off-the-shelf” digital document management tools, such as Google Drive, Sharepoint, or Dropbox
- Purpose-built digital document archiving systems
While the former may be more accessible, these tools typically aren’t as robust in terms of capabilities.
If your business, organization, or institution frequently manages documents or has compliance needs, it’s likely that a digital document archiving software solution is your best bet. This gives you a fast, secure, and user-friendly way to find the information you need.
Automate Tasks With a Digital Document Archiving System
Perhaps the biggest benefit of using digital document archiving software is the ability to automate tasks or changes. By choosing a software provider that also offers tools to support document automation workflows, like CDP, you can build a system that does most of the work for you.
From document creation to archiving, the right software centralizes your work and helps you save time.
Instead of relying on an on-site document management solution – like storing files in a certain folder, on a particular device, or in a physical space – you can access an online portal that allows you to retrieve documents wherever, whenever, all without compromising on security.
Here’s an example of how the process might work:
- A worker creates a digital version of building permits processed by their office.
- When a completed version of the permit form is submitted, the document management system automatically notifies the worker. It may also store the document in a certain location for easy access.
- The worker processes the form as needed, and then establishes rules about who can access it, when it expires, etc.
- Using these rules and other information (such as the amount of time the document needs to be stored), the archiving system automatically stores and organizes the completed and approved permit.
- The worker can now easily find and access the completed permit at any time to confirm information, answer questions, or make updates.
How CDP Handles Document Management and Archiving
CDP builds technology solutions tailored to your needs and workflows. Unlike other document management tools, CDP leverages Laserfiche, a top document management solution, to help you digitize your documents and archives.
Laserfiche is typically only accessible to large teams and agencies. However, by working with CDP, you can take advantage of this industry-leading tool for a price that makes sense.
Digital document management and archiving powered by Laserfiche brings capabilities such as:
- Document scanning and filing – extract information from old paper and digital documents to index secure digital copies
- Access control and audit trail functionality
- Live document editing and cross-team collaboration
- Advanced search capabilities, including metadata and keyword searching
- Secure importing and exporting of documents
- Process automation – automatically archive or move documents after a certain date passes or when certain conditions are met
- Compliance – securely manage files to comply with applicable regulations
- Integration into CRMs and other digital systems
With CDP, in addition to Laserfiche’s private document archiving and management capability, you get access to custom-built software solutions and digitized workflows that make life easier.
That means that no matter where you’re at in your digitization journey, our team is here to help. Already have tech systems in place? We’ll help you find solutions that integrate into them. Starting from scratch? No problem – we’ll work together to establish your needs and find the digital tools that best suit them.
Master Digital Document Archiving with CDP
Making the switch to a digital document management and archiving system is worth it, especially if your workflows involve a lot of paperwork. CDP connects you with powerful technology that makes the process as simple and stress-free as possible.
Build a document archiving system that works for you with CDP, and unlock a whole new way to approach the work day.
Ready to learn more? Contact us to book a demo and get started.
