As an office administrator in charge of document management, you’re always looking for ways to improve efficiency, stay organized, and stay ahead of the curve. But with the rapid pace of technology, it can be hard to predict what’s coming next. That’s why we’ve rounded up some of the most important predictions and trends in document management that you need to know to stay ahead of the game.
Artificial intelligence (AI)
First and foremost, artificial intelligence (AI) is going to play a crucial role in document management in the near future. AI-powered document management systems can automate tasks like document classification, data extraction, and even translation. This means that your team will be able to focus on more important tasks, rather than spending hours on manual data entry. And with the increasing availability of AI technology, it’s becoming more and more affordable for businesses of all sizes to implement.
One of the most significant use cases of AI in document management is in the area of document extraction. AI-powered document extraction can automatically identify and extract key information from documents, such as names, addresses, and dates, making it easier to organize and classify them. This technology can also be used to extract data from invoices, receipts, and other financial documents, making it easier to track expenses and manage accounts payable. This technology can help businesses to reduce the time and costs associated with manual data entry, and also improve the accuracy of the data.
Responsive Mobile Devices
Another trend that’s set to make a big impact in the world of document management is the shift to mobile. With more and more people working remotely and on-the-go, it’s crucial that document management systems are optimized for mobile devices. This means that employees should be able to access, edit, and share documents from their smartphones and tablets. This is particularly important for employees who are always on the move and need to access documents while they’re out of the office. As per the study by IDC, the trend of the mobile workforce is expected to continue to grow, by 2022, the mobile workforce will reach 1.87 billion, accounting for 42.5% of the total global workforce.
In addition to AI and mobile, the trend towards automation is also set to continue in document management. Automation can help streamline processes and reduce the risk of errors, resulting in increased efficiency and cost savings. This can be achieved through automated workflows, electronic approvals, and other advanced features that are becoming increasingly common in document management systems. Automation can be used to automate tasks such as routing documents for approval, tracking document version history, and even automatically archiving old documents. This can help businesses to improve their productivity and efficiency, and also reduce the risk of human errors.
Security and Compliance
Another trend to watch out for is the increasing focus on security and compliance. As more and more businesses store sensitive information digitally, it’s crucial that document management systems are built with security in mind. This means that businesses need to implement strong encryption, multi-factor authentication, and regular backups to ensure that documents are safe and secure. And with the increasing number of data privacy regulations like GDPR and CCPA, it’s more important than ever to make sure that your document management systems are compliant. By implementing these security measures, businesses can protect their sensitive information and avoid potential data breaches and fines.
One of the most critical aspects of security in document management is access control. This ensures that only authorized personnel can access sensitive documents. Multi-factor authentication, such as requiring a password and a fingerprint or facial recognition, can provide an extra layer of security. Additionally, regular backups of documents can be used to recover from data breaches or other disasters. By keeping multiple copies of documents in different locations, businesses can ensure that they can access the documents even in the event of a disaster.
Finally, the trend toward cloud-based systems is set to continue. Cloud-based document management systems offer many benefits, such as increased flexibility, scalability, and cost savings. And with the increasing availability of high-speed internet and improved security measures, it’s becoming more and more viable for businesses of all sizes to move to the cloud. With cloud-based document management systems, businesses can access their documents from anywhere, at any time. This allows for greater collaboration and flexibility, as well as the ability to scale up or down as needed. Additionally, cloud-based systems often have automatic updates and backups, which can help to reduce the burden of IT maintenance.
In conclusion, the future of document management is set to be shaped by a number of important trends and predictions. From the implementation of AI and automation to the shift to mobile and the focus on security and compliance, businesses need to be aware of these changes in order to stay ahead of the curve. By keeping an eye on these trends and predictions, businesses can improve their efficiency, productivity, and security, and be better prepared for the future.
- “The Future of Document Management: Predictions and Trends” – Forbes (https://www.forbes.com/sites/forbesbusinesscouncil/2021/09/15/the-future-of-document-management-predictions-and-trends/?sh=6e5d7a5e6c2f)
- “The Role of Artificial Intelligence in Document Management” – Gartner (https://www.gartner.com/en/documents/3976723/the-role-of-artificial-intelligence-in-document-management)
- “The Importance of Mobile Optimization in Document Management” – Business 2 Community (https://www.business2community.com/mobile-apps/the-importance-of-mobile-optimization-in-document-management)
- “IDC Forecasts Worldwide Mobile Worker Population to Grow to 1.87 Billion in 2022” – IDC (https://www.idc.com/getdoc.jsp?containerId=prUS45137320)
- “The Importance of Automation in Document Management” – DMS Expo (https://www.dms-expo.com/importance-automation-document-management)
- “The Importance of Compliance and Security in Document Management” – Tech Republic (https://www.techrepublic.com/article/the-importance-of-compliance-and-security-in-document-management/)
- “Advantages of Cloud-based Document Management Systems” – Business.com (https://www.business.com/articles/advantages-of-cloud-based-document-management-systems/)