Process efficiency is one of the most powerful tools a small or medium sized business can harness in this age of rapid communications, and one of the most overlooked areas of process management is document management itself. From invoice processing to performance reviews to sales contracts, most aspects of a business use documents on a continual basis, but in many cases the efficient use of these documents in terms of their creation, editing, review, approval, and storage can be greatly enhanced.
Document process management often takes the form of policies that must be implemented manually. This leads to an ad hoc situation in which employees are always in various stages in their own understanding of these policies as well as their ability and willingness to implement them. This leads to wasted resources both physical and human. A more streamlined document management system with a central electronic clearinghouse for frequently used documents and an automatically applied policy system for naming documents as they go through various stages of editing and approval can greatly benefit a small or medium sized business.
Such a document management system can be installed and maintained through a managed program approach for the provision of IT solutions. This approach has inherent advantages in that it guarantees that visiting personnel will maintain the software solution on a regular basis, keeping it functioning as intended so that the smooth flow of documents will continue to enhance the bottom line.