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Is your office and paperwork going haywire? Do you have nothing in control right in terms of document management?
You need a smart solution. Explore these tools below and see if you’re ready to adopt them at every stage of your business operations and dealings.
Implementing document management software in your company helps you organize, categorize, store, process, edit, access, or/and audit these.
It provides anytime, anywhere access to most options.
However, the encryption of such software is on point along with data security and backup.
1. Electronic signature generator:
Trust tools like Xodo sign to get your paperwork signed digitally. It will provide access anywhere and will be compatible with multiple devices. You can sign documents and close contracts even while moving around.
Such software usually does not have an upload limit. Send the contracts to your contacts through this software. Let them sign and you get notified of the same.
Later, you can delete or add more documents to your account. This ensures your documents are not lost. You can view them whenever necessary for audit, processing, or negotiation purposes.
When you fetch documents at ease, it improves your reputation with external stakeholders.
2. File sharing tools:
You need a streamlined document management software where you can share files without worry. There is no theft, breach, or mismanagement involved. Everyone has a secure ID and password.
The super administrator gets the log of each time someone logs in and logs out from there. It maintains transparency in keeping up the warehouse of your critical business documents.
Super admin must have the right to revoke or grant admin or access view control. This improves the power to secure your documents at any time.
Sharing tools saves time. Your employees and other internal stakeholders no longer depend on you, the super admin. They have their username and password to log in, view, edit, fetch, and download the document.
This reduces manual intervention and interdependency to almost half or more percent. Super admins and client handlers can work on more strategic tasks that way.
Document management makes it easy for employees to know their documents like
Salary slips
Promotion letters
Appreciation letters
Resignation letters
Leave application letters
3. Create QR codes for your documents:
Make file sharing smart and easy with unique and traceable QR codes. Add these to your products, letterheads, official business contracts, and policies.
When you make a QR code like this, you are not required to set up an account. Start going to the website and using the document link to attach them to the new QR codes.
Also, add websites onto the QR codes and paste those as pictures or logos on your letters. These make your letters, cards, or contracts more authentic and reliable. The next person can reach your website easily after clicking those QR codes.
These codes are versatile. They work on any letter, for any text, image, website, document, etc. Create a QR code to share the secured files with your dealers or vendors.
Know how many times they are scanning the QR codes and get live insights from the backend.
It helps you most often manage your documents and their highlights. This click-or-scan rate helps you make strategic decisions in your partnerships, deals, meetings, and more.
4. Document converter tools:
One of the most crucial software to leverage is a document converter.
Ever find yourself delaying contracts or losing potential clients because of not having the document in the right format? Happens to many of us at the start of a startup or a business.
A client is not always ready to sign the documents in a pre-defined format. You often need to convert PDFs into readymade PPTs or vice-versa.
It is annoying when you have no time and resources to find the best solution.
That’s when you need a versatile document and file converter with hundreds of acceptable extensions. It must save your manual intervention, reducing time on research, conversion, and downloading the file.
Look for free online tools that provide you with simple and easy conversion of PDF documents or more files in seconds. Share your documents directly with the contact or download the new file first. Depends on the urgency of the meeting and the contract to close.
Despite these features, the website or tool must have an SSL certificate for safer user engagement. The website must be trusted and reviewed by many other users online.
This way, you can trust the tool or web app with the most crucial and confident documents to convert in no time!
Ready to make document management simple for yourself?
Documents are scattered for no reason in the office? Trust the process and the tools recommended above. These are some of the must-haves, irrespective of your business type.
It will sort both internal and external document management. You can easily share files across borders, time zones, or multiple locations.
Account setup is easier with many of these tools. No matter what the case, never let the website or app trace or track cookies. Try as much as possible to use apps or websites that do not put a tracker on your web usage.
That way, you can upload, process, edit, digitally sign, manage, and download business documents. You no longer worry if the other website is stealing your or your client’s data anymore.
File management and storing become easy, simple, cost-effective, and secure at all times!
