- Document Management
- 5 mins
A business can only run as efficiently as the tools it uses, and when it comes to document management, it can be difficult to choose what’s right for your team. 
Systems like Google Drive, Dropbox, and even SharePoint or Box may seem convenient and easy, but they fall short on the ability to organize and secure documents in a way that is scalable to the enterprise.
If you’re like many organizations, you may have team members creating their own systems for cloud document management—this could look like shared drives without naming conventions, version control, or proper security. The lack of a centralized enterprise solution costs money and time, and has the potential to create more chaos than organization.
Why do I Need an ECM?
ECMs have several major benefits: keeping your workflow seamless, ensuring the safe storage of your files and personal data, and eliminating silos of information.
If you’re working with paper-only files, cross-team and cross-location communications can feel impossible, especially as more and more jobs become remote. Having to make scans, photocopies, and faxes of proprietary documents takes up considerable time and personnel resources. And without a system for document encryption and secure sending, these practices make your content an easy target for a security breach.
By keeping your documents filed, organized, and accessible through an ECM, you’re enabling your staff to do their best work by giving them access to the information they need at any time while keeping personally identifiable information (PII), content, and documents safe and secure.
Case In Point
Before becoming a Q-Action partner, one of our clients suffered a serious data breach, which caused chaos all the way up the company ladder and resulted in people losing their jobs. To standardize how they stored and shared their documents, the organization partnered with QFlow to make their recent data breach their last. Not only did they find that they were able to avoid further security breaches, they also found that their teams were more collaborative, quick, and efficient because every employee had a library of information at their fingertips.
For the client who suffered from a security breach, Q-Action had a central role in an overarching digitization and automation initiative that saved over $250,000,000.
Is an ECM Really Worth It?
In a word, yes! Aside from the important task of keeping sensitive information safe, QFlow’s ECM solution can help your employees be more productive by:
- Expediting the document review process, ensuring faster turnaround and payment
- Allowing quick and easy access to documents
- Reducing the need for physical file storage, printing, and postage
- Managing version control so that there’s only one document being viewed by multiple team members
- Eliminating errors and redundancies caused by duplicated files
- Optimizing the workload so that it’s shared across processors, distributing tasks across the entire workforce (regardless of location) for maximum productivity during peak processing times
- Creating a seamless workflow with fewer hiccups, one-off communications, and errors
But Can’t I Just Expand What I’m Already Using?
Can you? You can. Should you? We don’t think so. Here’s why:
There are plenty of companies, many of which may be integrated into your company’s workflow already, that offer cloud-based solutions. Tools like Box and SharePoint allow for the basics like cloud storage and file organization. But the issue with those solutions is that they are one size fits all and lack support from a team of experts. Having issues with the technology or how it integrates with your other systems? With systems like these, you’re on your own to figure it out.
What Makes QFlow Different?
At QFlow, we are passionate about helping every organization thrive, and we know that “one-size-fits-all” is a myth when it comes to software. Our tools and team are able to help you enhance your efficiency and security with a commercially available off-the-shelf ECM that can be tailored to your needs. You’ll never have to worry about costly updates, hidden storage fees, or confusing data egress charges…and if you encounter technical issues, our dedicated team of software experts is just a phone call away.
Software implementations have earned the reputation of being slow, difficult, and confusing. QFlow can implement an enterprise-wide solution using a phased approach, providing onsite or virtual training so your team can roll out your new long-term solution with confidence.
Looking to learn more about how QFlow can help your organization work smarter and save you money? Contact us today at 877-652-1439 or submit online to request your proof of concept.
