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Even though there have been lots of changes since the pandemic first began, businesses are slowly settling back to a new normal. In many industries, the Covid-19 outbreak disrupted many day-to-day tasks. However, for the most part, compliance and quality management requirements didn’t change much. In some areas, there was some relaxing of strict guidelines. One thing is for sure, the way we live, and work has changed forever. In the post-COVID world, eQMS is even more important and vital for business.

Importance of eQMS

An eQMS is vital to businesses in various industries because it standardizes and controls production and operational processes. The software design improves standards and helps the entire organization maintain consistent procedures across the board. More organizations are moving to eQMS software. Automated systems help meet quality standards and compliance regulations. This is important, but the software also helps give businesses a competitive edge. eQMS software has an immediate impact on the business’s efficiencies. Here are five of the top reasons to make the move to an eQMS.

eQMS Offers Greater Accountability and Productivity

The use of automated software streamlines processes and assigns tasks. The system helps increase accountability and productivity. These are particularly useful for the purpose of auditing.

  • All users are notified of tasks that need to be completed, and all the tasks are accessible from a single location.
  • It sends reminders for uncompleted tasks.
  • Users can sort their tasks by importance, which provides some quick wins for the QMS (Quality Management System).
  • Task reminders help ensure SLAs (Service Level Agreements) are adhered to and deadlines are met.

Improved Time Efficiency

At each period’s end, quality managers must collate all essential information. Arranging all of this information onto spreadsheets so it becomes usable data can literally take days. But with eQMS software, the time spent reporting vital information is reduced significantly. The time spent on manual processes is reduced. Senior management has access to live data. And any problems are quickly identified so they can be addressed.

Eliminate Waste

Environmentalists love an electronic quality management system. It is not only more efficient and effective, but it can save massive amounts of paper and waste.

Improved Document Control

Paper-based environments create terribly long review cycles. They are unpredictable and can be prone to errors. Issues with paperwork can also compromise an organization’s regulatory compliance and make it difficult to implement new initiatives in a predictable and timely manner. An electronic QMS eliminates most of these potential hindrances. Documents are always accessible, not stacked on the last person’s desk. And the appropriate employees have access to them in real-time. Plus, the software automatically saves the latest version, so documents stay up-to-date.

Security

Every organization has security concerns. Manual systems put the information in the possession of a quality manager who only shares it if and when they decide it is appropriate to do so. If the manager is not available, it can cause lengthy and costly delays for everyone involved. When information doesn’t need a high level of security, it is often delayed just because one person can’t handle it all. EQMS software gives managers the flexibility to create specific permissions and access to documents. They decide who can access or edit a document. This saves everyone a lot of time and inconvenience. Changes made to documents are totally traceable. The quality manager knows who made the change and when they did it.

It Comes Down to ROI

Your company can reap these five benefits and more by switching to an eQMS. With everything stored and accessible in a single place, it comes down to a great ROI. Your company also saves time and manpower. But you also serve your clients with ease, effectiveness, and efficiency. Contact us today at Do IT Right and let us help you save money as well as boost your ROI with eQMS software.

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Many businesses still use literal paperwork. Maybe they don’t realize we’ve moved well into the digital age. The problem is that keeping up with paperwork is challenging. This is especially true since businesses are under pressure to do more with fewer resources. Also, business office staff indicate that about 83% of their documents have to be recreated just because they were lost. A document management system and business automation processes can give you back control. Our solutions help you manage high volumes of data and paperwork efficiently and securely.

What is a Document Management System?

Document management systems (DMS) organize and handle your documents. They help by making capturing, saving, securing, and retrieving documents quick and easy. You use it on a daily basis to keep documents and information organized and accessible. Document management software simplifies the process. It lets you combine both paper and digital files and put them in one location. Any physical documents can be stored digitally now. Even physical papers like business cards and checks. Just scan the documents and store the digital format in the software program. Additionally, a DMS supports all the major file formats like Word docs, Excel sheets, PowerPoint presentations, and PDF files.

Benefits For Businesses That Adopt a Document Management System

Why should you choose to use a cloud-based document management system? Firstly, your business benefits from convenience in many ways. Secondly, you do your part to help protect the environment by reducing pollution and waste. Along with these benefits, there are some specific benefits for your business.

One Location for All Your Docs

When you have a single place to store and access your documents, it reduces the risk of errors. But it also helps eliminate misplaced documents. A document management system streamlines the process of controlling documents. It provides easy storage and retrieval options. The DMS prevents lost documents by using an automatic backup feature. When you know your documents and sensitive information is protected, you’ll enjoy peace of mind.

Structure and Organization

A document management system provides a systematic approach for managing all your documents. You can use tags, metadata, categories, and subcategories to store your documents. It’s an organized system so it’s easy to organize, store, find, and retrieve your documents. Making a simple search gives you the results you are looking for in a matter of a few seconds.

Document Security

Your documents are better protected when they are stored in one place. A DMS minimizes risks from hackers and cyber-attacks. This is because the system provides built-in security measures. No matter what size your business is, you can benefit from having your documents stored and backed up electronically. If there is a natural disaster, your documents and sensitive information remain safely stored in the cloud.

Increased Control

Paper documents make it more difficult to know which is the latest version. Papers get shuffled or misplaced easily. In a DMS, documents are updated so that you always see the latest version. When revisions are made, it becomes the most current version. Only the newest version can be edited, while former versions are still accessible. This allows you to create a much-needed paper trail.

Meeting Compliance Mandates

Many documents need to be kept on file to meet quality and compliance mandates. Having an automated process helps you meet these types of requirements. You also save off-site storage fees. In addition, you eliminate time delays that often occur trying to access records from a third-party storage provider.

In conclusion, a document management system increases efficiency on many levels. A DMS saves you time as well as money. If you are ready to experience an intelligent way of managing information, sign up for your free 30-day trial of M-Files.

Benchmark

Benchmark Report 2019 Intelligent Information Management

83% of workers have had to recreate a document which already existed
because they were unable to find it on their corporate network…

Just under nine in ten (86%) employees experience challenges when it comes to searching for information they need to do their job…

Find out what 1,500 companies worldwide are reporting about the way they
manage documents and information, including impactful findings on:​

Document management for the mobile workforce
Document version management
Mobile access to company information
Document approval processes
The role of A.I. in document contextualization

…and much more

To get a free copy of the report, complete the form below:

Benchmark Report 2019 Intelligent Information Management