Regardless of whether you are a large-scale company or just a startup business, you must have a few documents that need organizing. This can either be done by compiling large heaps of paper documents in an orderly manner. Contrarily, there is a digital solution to this as well.
In this article, we are going to focus on this digital solution and its merits. It basically involves the usage of online tools. So, let’s talk a bit about these tools.
What is the Function of Document Management Tools?
Document management tools are actually not all of the same nature. There are different software to perform specific tasks. In other words, multiple tools handle multiple aspects of document management.
For example, there are tools that can store large amounts of data. You can use them to store documents. Similarly, there are spreadsheet tools in which you can organize information regarding stuff like invoices and bank statements.
No matter the function of the tools, their main goal is to take your focus off of unimportant tasks so that you can worry about relatively more significant matters. In the upcoming section, we are going to discuss a few other benefits of these tools.
Perks Of Using Management Tools
Here is a short list of advantages that management tools provide to businesses:
Time Management: There is a large list of document management tasks that require a bunch of time to complete if done manually. Management tools can automate such tasks and save a lot of time.
Expense Control: The larger the workforce, the more burden on your budget. The use of online tools eliminates the need for employing a real person for every minor task. Consequently, businesses save a decent amount of money.
Storage Benefits: Documents take up a large amount of unwanted space. If you implement the usage of online tools for document storage, you can save this space and use it for better purposes.
Accuracy: Tasks like data entry from physical documents into an electronic spreadsheet can have a lot of errors if done manually. These errors can be avoided with the help of management tools.
There is a myriad of other advantages as well. These advantages will gradually come to light as we explain the working of a few document management tools in the next section.
Best Tools for Document Management
As you are now familiar with some of the exceptional features of these tools, let’s talk about a few efficient ones that can benefit you and your business.
Microsoft SharePoint
SharePoint is a collaboration tool by Microsoft that encourages teamwork to pull off certain tasks. It is a platform where you can store, structure, and share your work with the different members of your business.
It is a diverse space for businesses to perform collaborative tasks and work at maximum efficiency. Such cooperation among various colleagues makes the management process much easier and much more productive.
Key Features
Easy customization
Real-time coordination
Convenient file-sharing options
Excellent data security
Cloud-based storage
Pricing
The pricing details of SharePoint are given in the following images:
Google WorkSpace
WorkSpace by Google is a business management tool that is especially useful for connecting with remote workers. It is similar to the previous tool, but the features are a little bit different.
There are multiple use cases of this tool that prove the effectiveness of this tool. For example, you have to run through some ideas with your employer, so you video call him/her through WorkSpace. During this video call, you can show your boss presentations, charts, and whatnot to convey your message.
In this way, you can conduct your business without actually having to interact in real life and save a lot of resources.
Key Features
Effective email marketing tool
Cross-platform integration
Effective document storage and shareability
Real-time meetings
Diverse spreadsheets
Pricing
The tool offers different-priced plans for different types of companies. Here are all the details regarding these plans:
Image to Text
Image to text is a unique online utility that can be exploited as a source for document digitization. It is a tool with OCR-related algorithms integrated into its program. Organizing a considerable number of documents is a challenge for many companies.
To overcome this problem, businesses use OCR tools like this one to convert paper-based documents into digitalized Word documents or editable PDFs. This has innumerable benefits and is a much better alternative to hard copies. For example:
Convenient storage
Increased security
Improved accessibility
This tool very effectively streamlines your document management.
Key Features
Digitalizes low-quality documents too
Detects mathematical symbols
Supports documents in multiple languages
Diverse file formats supported
Multiple image processing
Pricing
This tool can be used for free. But in order to utilize the complete package and all of its features, users are required to subscribe to a premium plan. This plan is priced as follows:
OneDrive
Microsoft OneDrive is a cloud storage that can be put to use by businesses to overcome storage issues. It is one of the most popular and most used cloud storage platforms.
Alternatively, files can be stored on a physical storage device such as a hard drive or an SSD. But these are not just as efficient in terms of storage. It can also be used collaboratively by multiple people at the same time for the best possible document management.
Key Features
Document protections
Effective backup options
Data Synchronization
Easy shareability even for large-sized files
Stable application
Pricing
OneDrive offers a small amount of free storage. However, when that runs out, you have to buy the premium package. The pricing details of this package are:
Here is some additional information regarding these plans:
Dropbox Business
Dropbox is another software that connects multiple members of a business team. You can use this tool to complete some important tasks remotely. For example, if a worker needs an important file immediately signed by a superior, he can do so using Dropbox. The tool also has innumerable other applications other than e-signing.
It has a simple and easy-to-understand interface. This gives it an edge over other tools, which have a little bit of a learning curve. It eliminates the need of storage devices as the cloud is much more effective.
Key Features
Allows users to manage files from different workspaces
Reasonably priced
File requesting options for outsiders
Effective for team projects
Multiple platform support
Pricing
Dropbox has different plans for different-sized companies. There are a total of 6 plans. 3 of them are shown in the following image.
Online Notepad
Online Notepad is a cost-effective alternative to expensive writing software. A large majority of businesses around the world require writing software that offers maximum optimization.
Online Notepad is such an optimizable platform that you can use. Especially if you are a startup business, this can save a lot of resources for you. It might not have all the advanced features that a few paid software have, but it has all the essential elements that are required to craft a well-structured piece of writing.
Key Features
Various bullet list types
Unlimited access for free
File storage space
Image uploading options
Optimizable headings and subheadings
Pricing
The pricing of this tool is its most prominent feature. That is because it is completely free and can be used without any sort of setup (sign-in or sign-up).
Google Sheets
Just like Online Notepad, Google Sheets are also an alternate to costly spreadsheet software. Once again, this tool is more useful for fresh businesses instead of established companies.
Google Sheets come with a wide variety of options that allow you to make extensive and optimized spreadsheets. Any sort of data entry can be done with the help of this tool. The interface of this tool is also exceptionally simple, and even inexperienced personnel can handle it.
Additionally, this tool also allows more than one person to handle a spreadsheet at once. This live collaborative spreadsheet editing can make document control much more convenient.
Key Features
Extensive formatting options
Easy navigation
Shared editing option
Visuals and chart creation
Automatic graph generation
Pricing
Google Sheets is a free-to-use tool that you can access by signing up with a Google account.
Conclusion
Document management is a challenge faced by almost every business out there. The only difference is the type of documents you have. In the case of physical documents, you only need a lot of space and a specific order to put them in. However, as we have explained on multiple occasions in the above post, physical documents are not an effective medium to store data anymore.
That’s why you should first digitize your files and then use the tools mentioned in this article to manage them in the most efficient manner. It has countless benefits and will make your work a lot more productive.