Deal flow management software in IT architecture documentation

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What is document management software workflow, and what is document management and what are the benefits of document management software? In this video, we're going to dive into that in more. Hi there. My name's Josh and I have over 10 years of experience in technical writing and information architecture to help better manage documentation. I'm also the founder of Technical Writer hq, and this video is for document management professionals who wants to learn more about workflow automation. Before we dive in all that, take a moment to subscribe to our channel and that way don't miss any of our future videos. On how to be better at managing and organizing your documents. Now let's go ahead and get started. Document management workflow refers to the use of automated document workflows that are implemented through specialized document management software. These workflows automate the collection, storage, management, editing, disposal, and categorization of. Within an organization. Before going into further detail about workflows, let's first discuss document management and why it is required. So document management refers to the use of a system for managing and organizing documents. Organizations have to deal with many different types of documents, such as project proposals, finance reports, software, document. HR guidelines, marketing material, and training manuals, and each document goes through a life cycle from creation, review, approval, distribution, update, and removal. The documents also have to be stored, accessed, and shared. A system for document management is comprised of processes and procedures that define each step that a document has to go through during its life cycle, and processes for storage access and distribu. Document challenges simply lead to productivity loss and this is the way to solve it. And the reason that this happens is productivity loss is because we often can't find the right documents, our files when we desperately need them, or can't access the document due to time or location. Barriers. Another way, document challenges. Slow down work is one, the process of document submission review and approval takes a lot more time than it should, and it's because all these different types of approval systems happen in different. And paper documents often travel from death to desk and can get overlooked or misplaced. Document management put systems in place for improving productivity and eliminating these delays and inefficiency. These systems are comprised of processes and procedures that are based on industry best practices, and document management offers numerous benefits such as improved performance. It's easier to locate documents and restore them when the process for doing so is clear and well defined. Business processes are streamlined and chances of error are also reduced. You also have improved performance, which leads to higher productivity, business growth and competitiveness, and we have elimination of loss and misfile. Well defined document management processes help to reduce or completely eliminate loss or misplaced. And we also have controlled access with a document management system. You can define access policies, so staff can only access documents for which they are cleared. Next, let's talk about workflow. A workflow is a sequence of activities that are necessary to complete a task. Well defined workflows allow businesses and other organizations to optimize operations, increase workers' productivity, and ensure high quality across the board. Let's take a look at some workflows that are used in organiz. Vacation request is just one example. Sales order is another. There are two types of workflows. The first is manual. In a manual workflow, a human is responsible for pushing each item from one task to another. For example, when filling out a reimbursement claim, an employee has to manually take. Or email the form to the manager for approval. After approval, the employee must take it manually or email it to the finance department, and the second is automated in an automated workflow. When a human completes a task, a computerized system assigns a task to the next person and the workflow, and the system manages a flow of tasks, including notifications, deadlines, and reminders. Document management systems include well-defined document workflows. A document workflow is a sequence of administrative. Other processes through which a document passes from initiation to completion and workflows helped us streamline and automate repeated. Minimize errors and increase overall efficiency. This improves business performance as managers can make quicker and smarter decisions, and employees are empowered to collaborate in a more productive and agile way. The goal of a document management workflow is to provide clear guidelines on how to handle any document throughout the document life cycle. Having well-defined workflows creates clarity, which leads to improved efficiency and business productivity. In the past though, document management systems dealt with paper. And their storage location. Updating, tracking and sharing. Today, most organizations use digital documents that are converted to paper documents, only one required and document management today is done by a digital document management system, so aka an electronic document management system compared to the paper based systems of. A while ago, digital document management solutions offer benefits that enable many different improvements in performance and productivity. And the first benefit is workflow automation. As we discussed a little earlier, you can define automated document workflows that are optimized for your requirements and workflow Automation speeds up work and leads to improved efficiency and business performance as a system will not need to wait. For manual approval prior to assigning documents to the next step in the assigned workflow. Another major advantage is that any document workflow can be easily changed and optimized. You only need to make a few changes to the software and you're good to go compare that to a traditional system based on paper documents where you would have to arrange a few meetings before people would know and understand the new document workflow. And the next benefit is reduced costs. The use of digital document management. Allows you to save costs associated with paper and storage of paper documents. An electronic document management system also helps to reduce costs associated with loss or misfile documents, paper and other resource waste, regulatory violations, and frequent data entry errors. Then we have improved collaboration with a digital document management solution. Sharing, collaborating on documents and processes is much easier compared to paper based document management solutions. Audit trails attract the creation. Editing of documents allow you to. Identify personnel in the be of intentional or unintentional errors and modifications. Also, email integration allows you to search and track correspondence related to shared documents, and we also have advanced search when documents are saved in a robust document management system. The content is archived and indexed with meta. This allows you to use advanced search capabilities to find needed documents within seconds. And this allows your teams to save time and energy, and ultimately leads to cost savings and improved productivity. And the next benefit here is fast document retrieval. Fast document retrieval improves productivity by making it easy to retrieve file documents. It also reduces costs associated with the time that is was. Looking and searching for missed file documents compared to a paper based system. Electronic document retrieval saves several thousands of man hours per year, which translate to significant savings and positively impacts the bottom line. We also have optical character recognition or. OCR OCR is a software technology that's supported by modern document management systems. It can read, written, or printed content that scanned and can convert it to machine readable text documents such as invoices, receipts, and contracts can be automatically attached to digital records, making them easily searchable and editable. This feature offers multiple. Sharing electronic documents is easier. It takes less time. Documents can be received within a few seconds, even if the recipient is thousands of miles away and searching for and locating electronic documents is convenient, and then there's reduced storage requirements. With electronic document management system, you save valuable physical space that would otherwise have been taken up by bulky and expensive file cabinets, boxes and storage bins with digital systems, the number of available storage. Is endless. Here are just a few of them. You have servers. If you prefer, you can use traditional hardware based file servers for data storage. The benefit of this approach is that all the hardware and software will be under your control. One drawback of this approach is that you'll need IT professionals to manage the hardware and software. And we also have cloud. If you don't want to invest in hardware, you can easily store data on the cloud. Like many professionals and companies do today, stored on the cloud scales easily, and most services offer disaster recovery and other advanced features such as security and synchronization. You only need a reliable internet connection for cloud access too. It's not easy. And you can use multiple cloud storage services to minimize the probability of service outage. So network attached storage. So NAS is another one, and NAS device is a computer that is optimized for storage. It connects to a network and allows you your teams to easily store and access data. Naas devices are cost effective, easiest set up and easy to. And can be accessed over the internet or on mobile. And we also have storage area network, which is sa, a storage area network, or SAN is a specialized high speed network that provides network access to storage. Sans are comprised of storage devices that can be accessed by multiple servers or computers, and provide a share pool storage space. Some benefit to managing documents in these ways. Better security. You can control access to business documents through password protection and advanced security features will also ensure that your critical digital documents are protected from security breaches and cyber threats. Another benefit is disaster recovery. Document management software will allow you to back up critical company documents and data to either a disaster recovery, so Dr. Or to the cloud and disaster recovery offers you peace of mind. As you know that business continuity will be maintained even if a disaster such as an earthquake storm or let's say an extended power outage, affects a primary data repository and makes it unavailable. And disaster recovery will also protect your data in case a primary repository is comprised by a security breach. There are two main types of document management. As well versus on premise, the document management software is installed on a server on your premises. Now this usually happens with larger enterprises and bigger companies. The server can be accessed by users through a client application or web browser, and the hardware and software are owned and operated by you. You generally have to purchase a license for each user, which is a one time fee. On premise. Solutions typically charge an additional fee for technical support and software updates after the first. You can control all hardware and software customization, and a team of IT professionals is required to , maintain, and upgrade systems. The second one that we have is cloud-based. The document management solution is provided by cloud-based service provider, all the hardware and software maintenance costs. Are born by the service provider. Cloud-based software is typically paid for on a subscription basis. The feed varies depending on the monthly annual billing and the complexity of the solution you choose, and you'll need to make sure that your provider adheres to the best cybersecurity practices. To protect your data and the type of document management system that you choose will depend on your organizational needs. A cloud-based system would be suitable for startups and small businesses as they might not want to spend significant amounts on hardware and software and doing on premise installation and have to deal with annual contracts. An established company though might prefer to host only the storage on the cloud. And a company that deals in highly sensitive information might prefer to have all system components inside its own. And there you have it. Everything from what is document management software workflow, what is document management and what are the benefits of document management software? Thanks for watching the video. Sticking with us at the end. Again, my name is Josh. I'm the founder of Technical Writer hq, and I hope to see you on some of our other videos so you can learn more about documentation and how to become a great technical writer. And if you enjoyed this video, make sure to go ahead and like and subscribe it. And I'll go ahead and see you on some of our following videos. Cheer.