5 Advantages of a Document Management System When Working Remotely | Platinum Copiers - Beaumont

Having remote employees can save you overhead expenses and boost productivity. However, it’s essential to have the right tech and tools.  Mobile devices are a must and you need organization and collaboration solutions.

Using a Document Management System

You need solutions to equip your remote employees for the job. A document management system (DMS) covers many of your bases at once. Consider the following 5 benefits of a DMS for working remotely.

1) Mobile ready.

Working from home or on the road is near impossible without making good use of mobile devices. A document management system features mobile apps to facilitate common daily tasks such as transferring files, storing receipts, filing signatures, and sending print jobs to office copiers.

2) eSignature capable.

A good DMS comes with a secure and easy-to-use eSignature platform. Your remote employees can capture client, vendor, and management signatures without a face to face meeting. The signatures are secure and can be filed or sent in immediately.

3) Enhanced file sharing and permissions.

Files can be shared from anywhere you are. You can also set permissions so each user is only authorized to access specified files and documents. This gives you ultimate access control over all the files.

4) Auto-sync.

You may have employees working from home, employees in the office, and some doing both. Files will automatically sync and update across all locations. This particularly helpful for employees who work from home and sometimes come into the office, and for employees who collaborate remotely. It keeps your file system centralized and easy to access from anywhere. It also helps keep everything organized and protected against computer crashes.

5) Built-in compliance.

There may be legal and regulatory concerns associated with your business and employees working remotely. Many document management systems include compliance controls associated with common regulatory entities such as HIPAA and FINRA.

Cyber Security Issues

Having some team members working either out in the field or at home creates unique security issues for your company. You’ll need to take some additional precautions to ensure all your employees have adequate network security. You can give them secured remote access to your company network through a virtual private network (VPN). It’s also a good idea to require systematic password resets and to take advantage of the enhanced security built into most file sharing programs based in the cloud.

The Right Tools Make all the Difference

Operating with remote employees can be a huge benefit for your business, but it comes with some unique challenges. Utilizing a document management system will help you answer most of these challenges with one solution. Get started with this guide.
To learn more about using a document management system with your office copiers, Contact Us.