Every business needs document management, no matter how big or small, across every industry verticle and in every country. Every year, there are new trends to take notice of. Some are only hot for a short-time, but some become necessary and help to make great positive strides in business processes.
With this in mind, document management software must become a top-level priority for 2019. Does your strategy include upgrading your document management software? If not, you may be falling behind the competition. This article will help focus strategies on the most important predictions for the future of document management in business for the rest of 2018 and 2019.
These are the following market drivers:
• Increasing need to streamline business operations
• Benefits of digitalizing content across enterprises
• Increasing need to adhere to compliance requirements
• Increasing adoption of cloud-based services and cloud computing
1. Digitization is not a choice anymore
Many types of organizations from healthcare, financial and human resources to legal and many others are finding many benefits from switching to digital document management from the once tried-and-true paper-world. The digitization trend is absolutely irreversible. Many large organizations insist that their partners operate on digital files and are more than likely to stop doing business with those who fail to meet this requirement. So, if your business want to collaborate with the top echelons of your industry, you must convert to a digital document world.
Beyond the simple thought that documents should not be paper, it that thought that DMSs are evolving to include more analytics and evolving into a more complete platform to be called an Intelligent Information Management.
2. Mobile is in demand
In 2018 the mobile-first mind-set begun and it will continue to dominate the way software is designed and created. To rise above their competition document management software vendors need to prioritize their mobile strategies. Desktop-only solutions are a product of the past.
Small and medium sized businesses are looking for ways to customize software to fit their needs. Many companies are looking at no-code and low-code alternatives. Tools that require IT or development work will be left in the dust as businesses are able to do more with a no-code platform.
3. The transition will not be overnight!
Many positive things can happen when organizations move from paper to digital and the integration is smooth. The transition between physical files and their digital entities will not happen overnight. Many small to medium business will see the move to a digitized process to be a very large expense and very complicated causing them to delay the transition. To ensure success for even the small to medium business, there must be a clear plan to manage expectations to ensure that their client’s needs are met so they can reap the benefits.
The move to digitization is a positive one for all organizations.
4. Enhanced AI-features will provide additional tools
Document Management platforms will have more intuitive features, completing the transformation from Document Management to Intelligent Information Management platforms.
There will continue to be a concrete shift from in-the-past enterprise content management and document management to what will be needed in the future which is a platform or system that is more intuitive. Yes, that includes AI-enabled-machine learning products that can not only contextualize the information given but, to include a process to handle information more intelligently as a whole.
These intelligent product companies will begin to dominate, by first adding intelligent layers to their platforms relating to just about every facet of an enterprise’s information database including; intelligent capture, search, security, access and everything in between.
5. Cloud access to increase productivity
On-demand, and instant access to the most up to date documents is vital to most businesses. Users are no longer tied to a desk and their work tasks tend to be more collaborative with meetings and conferences often happening at a moment’s notice. Users require constant, unhindered access to important files. To ensure this collaboration is without challenges, many of the new document management software come equipped with cloud options. Thus, data can be accessed from anywhere in the world. All you need is an Internet connection.
6. Social is more than for recreation!
Social media networks are not just for fun anymore! With Skype, Slack, LinkedIn and other business social networks, there’s more to it. These and other business social networks have made it easier than ever to connect with colleagues and coworkers for instantaneous messaging and collaboration often replacing email, phone calls, and letters as primary methods of communication. While the term “social” was once limited to to catching up with friends and family, it has completely infused the business world. Today, the social technology tools are just as much for professional use than a personal one.
When you combine social technology and document management and intranet file sharing systems, it provides a seamless process for organizing, storing, and revising files, a highly collaborative environment.
7. What about client access?
Customer satisfaction is fast becoming an important factor to your business success. Your employees are the backbone to your organization much like your clients being the the lifeblood. Customer satisfaction determines your bottom line. As the modern clients tend to be tech-savvy, and you can engage them more deeply through your business technology.
Document management software can add the necessary features to enhance project management. Documentation can be shared between project managers and customers through client portals. Client portals can easily be set up through a company intranet that contains a document management system, among many other tools.
8. Security not just for security’s sake
With the new cloud-enabled features of most document management systems, there comes concerns to sure the data to safeguard its content. Although data can be accessed via the cloud, there must be some physically storage somewhere. Many companies use data centers that will keep your data safe, guaranteeing round the clock monitoring and administration by skilled engineers who repel cyber-attacks and other security breaches. This is important in the light of many security breaches and the fact that this data is highly confidential such as medical files, financial reports, clients’ personal information, and so on.
In many cases, since many companies work with other countries it is also important to store and handle data accordance with security measures imposed by state institutions and international organizations, such as the new European Union GDPR laws.
7. Customized options for every business
“One size fits all” no longer applies. Document management software has become more affordable even for small companies, due to intensive personalization. Meeting the specific needs with customized product options is what will help with the transition. When an organization grows and need more resources and features, the software is flexible and can be expanded according to new requirements.
Document management software is not going anywhere! Digitization has made the process much easier, and we will not see organizations who want to grow returning to time-consuming paper processes. Looking to the future with access and productivity benefits to help many businesses succeed in the marketplace.