6 Document Management Tools for Modern Workplace – dox2U

Research findings on the use of paper documents in the present-day economy reveal that most businesses rely on paper documents for their daily operations. As a result: 

• An average office produces around 2 pounds of paper every day and a surprising 13% of the Company’s revenue gets solely spent on paper, registers, and files. 
• An astonishing 40-60% of work-time gets wasted just looking for and managing documents. This time could be put to more productive use.
• Around 10 copies of the same document are maintained and stored in an average office every day. Larger the team, the larger the problem.

Despite this heavy reliance on paper documents, most businesses are unequipped for digital management of such documents. Paper is fragile and risky. Paper documents are extremely easy to destroy and impossible to track, version, or protect. 

A robust document management system is a must to prevent irreversible damage to important documents, but how does one create this safety net? Here at dox2U, after helping companies across the globe transition to a paperless office, we’ve narrowed the list of ‘Must-Have Document Management Tools for Paperless Workplace’ to the following six. What are these DMS tools, and why are they necessary for modern businesses, let’s take a look. 

Tool #1: Workspaces

When switching to a digital document management system, you need a team-centric workspace where all the digital copies of your paper documents can be viewed, worked, and managed at a team level. Legacy digital archiving systems like Google Drive, Dropbox, or OneDrive only offer separate silos for each member. This can make collaboration harder for big teams that require multiple members to upload, verify and store all their information safely in one workspace. 

To create a workspace with dox2U, head over to dox2U.com to start your free trial. Then enter your information and choose a personalized link for your workspace.

Tool #2: Audit Logs 

A unique feature exclusive to dox2U, audit logs help you monitor each activity performed on documents in your workspace. The information can only be accessed by Admins which allows the employers to track team members’ activity on all company documents. The multi-level granular control lets you define access rights, and sharing rights, and lets you decide who gets to do what in your Workspace. 

In addition, all your data is encrypted in dox2U- both at rest and in transit. The bank-grade implementation of AES-256-powered encryption along with the TLS-1.2 transport layer solidifies this secure environment. This helps secure your information while maintaining statutory compliance.

Tool #3: Text Extraction

Whether you are migrating from a physical workspace to a digital one or creating a digital archive for all types of paper documents including images, the document management system you choose must have a text extraction feature. Optical Character Recognition, a key component of the text extraction engine, lets you convert any piece of text that is locked on a physical sheet of paper into a workable digitized format. 

Novel DMS platforms like dox2U bolster this functionality two steps further by integrating Intelligent Character Recognition (ICR) which can recognize handwritten text from documents and convert them to digital content facilitating further processing and offering extraction support for more than 160 languages. 

Simply upload the scanned copy of the document and dox2U lets you extract text or search, copy and manipulate data from scanned images and PDFs, regardless of what language they are in. 

Tool #4: Secure Guest Access 

Security provisions for paper documents in the online workspace must extend to guest users accessing company information. When choosing a document management system, the employer must ensure that guest partners cannot edit, share, screenshot, or download the documents without admin permission. 

dox2U lets you share documents with external guests in a secure and hassle-free way. The guests can collaborate with you on a shared doc without needing to be a part of your Workspace. You can invite others to view a document by simply giving them access using their email. 

Additionally, dox2U offers added layers of security by integrating two key guest management features: auto-expiration and guest activity update. With auto-expiration, dox2U gives you the freedom to define the duration for which a guest can access your doc. You can revoke access whenever you need to and take control of your information. It also prevents them from taking screenshots of your confidential information and lets you know whenever a guest views your document. 

Tool #5: Deep search

Most legacy DMS platforms come with search functionality, but it’s not always smart, convenient, or quick. Deep Search is a superior search functionality that lets you search and get to a document by entering even the smallest bits of content that the document entails. Here’s how that works. 

Unlike most digital repositories and DMSs, dox2U does not create information silos, so the user doesn’t need to visit folders after folders to reach a single document. With advanced filters and multiple view options, you get to seep through an assortment of documents seamlessly. 

Tool #6: Electronic Cabinet 

Smart Cabinet is an electronic cabinet that replicates the experience of a physical file cabinet while giving you a dynamic view of all documents in your workspace. It uses a variety of filters to quickly narrow down the search to the document you wish to retrieve. 

Within dox2U Smart Cabinet, you have the option to either view all documents in the workspace that match your filters applied (if any) or you can selectively choose to only see those documents which can be accessed by you, i.e. those documents which are shared with you or owned by you. The unique multi-level nested filters make document retrieval as easy as shopping online on your favorite e-commerce site.

New Power-ups Coming Soon 

Three new features that are currently being developed for dox2U users on popular demand include: 

Power Up #1: Integrations 

dox2U is being prepared to come in as a connected repository speaking with other systems in your IT landscape, breaking down existing silos

Power Up #2: dForms

dForms is our innovative uptake allowing you to capture digitized documents right from their source (customers, vendors, DSAs, Claim Agents, etc.)

Power Up #3: Workflows

Tailored to your business, workflows change how data moves through your company, elevating efficiency and results.

Key Takeaway 

Companies, be it small startups or big corporations, regularly produce a ton of sensitive documents that need filing on an everyday basis. These documents can be invoices, ID cards, receipts, purchase orders, insurance policies, financial statements, legal documents, annual reports, etc. There are several unforeseen circumstances and accidents that may occur in the workplace causing damage to such documents, and without a safety net for all your paperwork, one may face dire consequences, ranging from physical damage to legal and financial liabilities. 

The six document management tools listed above that are available to dox2U users can help upload, view, edit and share digital copies of your important documents in a safe and seamless manner. This not only helps avoid loss of important data but also creates a robust and secure workplace process where all employee and guest activity is accounted for.