The role of document management in hybrid work environments – TechTarget
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For organizations that digitized processes before the COVID-19 pandemic, digital work — including work with electronic documents — was no longer a goal to attain; it was the primary way to do business.
Organizations had to quickly learn to continue operations when many existing processes depended on an in-person staff in one location. As hybrid work environments become more prevalent, many organizations still benefit from improved, remote document management due to the pandemic. Yet, document management in hybrid work has greater finality, as the new normal will be a hybrid of remote and in-person workforces. Organizations must assess the benefits of proper document management strategies in hybrid work environments and document management systems that best meet their needs.
The beginning of the pandemic saw fewer effects on organizations with existing remote workforces or digital work strategies. Organizations that were not fully remote before the shift discovered myriad flaws in content collaboration.
Even if some organizations still used network file-sharing tools, most were not ready for their entire workforce to use VPNs simultaneously. This led many organizations to deploy enterprise content management (ECM) services that addressed immediate document management needs rather than long-term benefits. While not ideal, many organizations preferred the hastily architected services instead of relying on email to manage documents. Any document management service with remote capabilities — even if it wasn’t the best fit for the organization — could help meet immediate needs.
As organizations move toward hybrid work environments, they realize strong document management services offer many advantages. Many benefits also applied before the pandemic, but organizations didn’t prioritize them.
Document management in hybrid work benefits business areas, including the following:
To integrate a document management system efficiently, organizations must find one that complements how employees already operate. The options below have online offerings and various levels of desktop sync, which can enable organizations to start with the service quickly.
Additionally, an organization must apply information governance before deploying the technology to its whole staff or face new challenges.
Document management systems include — but are not limited to — the following:
Gartner, Forrester and other analyst firms cover these vendors and other options. Like the list above, their lists focus on the larger players and may miss a smaller vendor. When choosing a document management system, the most critical questions to ask are the following:
If a vendor can answer those questions successfully, an organization can have confidence in its selection.
E-Handbook: Automated document management system tools transform workflows
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Advanced technologies, e-signature proliferation and COVID-19’s impact are speeding the transformation from paper-based to automated document management processes.
With numerous options to choose from, picking the right document management system for your organization depends on a careful examination of its tools and features.
Companies in the throes of digital transformation find the e-signature process to be a major catalyst in automating their document management systems and smoothing workflows.
Document management plays a key role in aiding hybrid workforces, so organizations must ensure their document management strategies enable safe and accessible hybrid collaboration.
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