Top Digital Solutions for Managing Documents and Maximizing Productivity
Top Digital Solutions for Document Management and Productivity
How do you manage your documents? Like most people, you probably store large amounts of paper in filing cabinets or boxes.
You may also have a hard copy of each document created since the last time you did this. All these documents take up space, and it can be hard to find what you need when you need it.
We’ve all heard of “paperless offices” and “e-mail management.” These are great ideas, but they don’t address the real problem — how do we keep track of our files?
Digital solutions for managing documents
There are many ways to manage documents digitally: on your computer, on a mobile device, or in the cloud (using services like Dropbox).
Digital document management is keeping track of, organizing, and sharing documents. It involves managing all documents, including emails, PDFs, and Word documents.
The main benefit of digital documents is that they are accessible from anywhere and anytime. You can access them on your Smartphone or computer.
They also help you keep track of important data in a single place, making it easy to find information later on.
Digital document management solutions help you organize all your documents into a central location where they are easily accessible.
This helps you avoid searching for specific information in different places throughout the office or home.
Digital Solutions for Document Management
Here are some of the best Digital Document Management Solutions to help you efficiently manage documents and maximize productivity:
1) Dropbox
Dropbox provides an online storage solution for all your files that includes cloud storage, email integration with popular services like Gmail, Google Drive, and Microsoft Office 365, and integration with third-party apps like Zoho Docs and Salesforce CRM.
With Dropbox’s mobile apps available for both iOS and Android smartphones, this is one tool that every business needs in their toolbox.
Thousands of businesses use Dropbox to store, organize, and share documents with concerned authorities worldwide.
This is a quick and simple solution for everyone. That’s the reason most people prefer using it for managing documents and maximizing their productivity.
2) Online PDF Combiner
Many of you might not be aware of this latest tool. It’s an innovative yet simple solution for managing your documents online.
An online PDF Combiner is a web-based tool that allows merging multiple PDF files with a single click. How does that sound? It must be interesting, right!
One of the best things that make this particular tool impressive for laypersons is its usability. You do not have to be tech-savvy to combine multiple PDF documents.
Follow simple instructions on their website and get your many files converted into one.
The tool lets you set the order of files before you merge them online. On top of that, you can instantly share the combined PDF file with anyone through email, WhatsApp, and even a direct URL.
It’s a free digital solution for document management and productivity enhancement. You do not have to waste your time completing any registration process since it doesn’t require any signup.
It’s free, and there’s no limit on how many files you can combine daily.
3) Document management system
A document management system is a tool used to manage, store and share documents. A document management system is the best digital solution for managing your documents online.
You don’t have to look around to find the necessary information in a critical situation.
Instead, the document management system will pave your way to the exact details you need, even without effort.
A good document management system does not just take care of the file search but also brings many amazing features such as security, customization, automation, processing, and sharing.
4) Electronic filing system
An electronic filing system is a program that allows you to upload and store documents electronically in one location so you can access them from any device.
An electronic filing system is one of the best digital solutions for managing your business documents online.
5) Online signature generator
An e-mail signature generator is a tool that generates an e-mail signature for you based on your preferences, such as font style, color, size, and layout of the text in the message.
This allows you to easily personalize each digital document by adding a signature at the bottom or at the beginning or end of each file.
Like a signature, you can also add a watermark to your files. This will help you keep your documents perfectly safe and away from mismanagement.
6) Document scanner
A document scanner uses optical technology to capture paper documents into digital files that can be saved onto computers or mobile devices using special applications installed.
If you have a lot of printed documents in your office and want them to be converted into digital format, then a document scanner is what you need.
There are lots of reliable scanner apps available that you can benefit from and serve your purpose.
If you want to save information in digital format and share it with people online, then you must take advantage of a document scanner.
7) Microsoft SharePoint Server
Microsoft SharePoint Server provides a central location for all your organization’s content, including documents, files, calendars, and people.
SharePoint Server offers an easy-to-use management interface for creating sites and lists, which help you organize content into groups or libraries for easier access to information related to specific projects or topics.
8) Google Drive
Google Drive provides secure storage space for all your company’s documents in the cloud through an internet browser or mobile app.
This allows users to collaborate with others while they’re working on projects remotely without having to worry about losing important information.
Google Drive is one of the most widely used cloud services to manage and share documents through the World Wide Web.
How Digital Solutions Can Help You
The digital solutions for managing documents are very different from the traditional ones. The main reason is that there is no need for physical documents anymore.
All that is needed is a computer with an internet connection and an email address.
The first step toward digital document management is creating a folder on your computer for storing all the documents you need to store.
This folder can be created at any location on your computer. The next step is to create sub-folders within this folder, which will help you organize your documents better into different categories like project files, presentations, etc.
You can also create tags for each category so that when you search for a particular file, it will only show up under its respective tag and not in other categories like project files or presentations, which makes it easier to find what you are looking for.
Another thing that helps organize your documents is using tags such as title, date, subject, and keywords along with file name as metadata when uploading new files into the same folder where they were previously stored or edited by previous users (if they have access).
You can also add links to other folders on the same server.
Conclusion
With the advent of digital technologies, we are moving towards a more paperless office. A paperless office is one where documents are not stored on paper but in digital format.
There are various ways in which you can manage your documents and make them available to the people who need them.
The above said digital solutions can help you manage your documents online and make the most of them through productivity maximization.
