Ultimate Guide to Document Tracking Systems 2023

The beginning of a book:

In the fast-paced business world of today, it can be hard to keep track of important documents. Organizations need a reliable way to keep track of all their documents, from contracts and invoices to employee records and project plans. This is where systems that keep track of documents come in.

A document tracking system is a piece of software that helps organisations manage, track, and analyse their documents throughout their lifecycle. From making documents to storing them, these systems give you a central place to store, find, and work on them. With the right document tracking system, businesses can make their document management more efficient, cut down on mistakes and wasted time, and increase their overall productivity.

In this book, we’ll talk about the benefits of document tracking systems and give you a complete guide to choosing, putting in place, and getting the most out of one for your business Lastly, we will give you a comparison and evaluation checklist for document tracking systems to help you figure out which one is best for your business.

Whether you run a small business, run a department, or work in IT, this book is the best way to learn how to use document tracking systems to get the most out of your time and work. Let’s get started!

What Document Tracking Systems Are and How They Work?

In the digital age we live in now, managing and keeping track of documents is a crucial part of running a business. Organizations make and deal with a lot of documents every day, from invoices and contracts to proposals and presentations. Without an effective and reliable way to manage these documents, businesses risk making mistakes, not getting their messages across, and losing time and money.

Document tracking systems give you one place to store, find, and work together on documents. They give businesses real-time access to information and let them keep track of documents from the time they are created until they are archived. Document tracking systems can help organisations save time and money while making them more efficient as a whole by automating document management processes and reducing the amount of manual input.

Document tracking systems help with more than just managing documents. They also give you a safe way to store and protect sensitive information, make sure you follow industry rules, and help you make better decisions by giving you access to data and analytics in real time.

As businesses continue to rely more and more on digital documents, they will need a reliable system for keeping track of them. In the next chapter, we’ll talk more about the benefits of document tracking systems and how they can help businesses be more productive and efficient overall.

Document tracking systems have many advantages:

Document tracking systems help businesses of all sizes in many ways. In this chapter, we’ll talk about some of the best reasons to use a system for tracking documents.

Document tracking systems automate manual document management tasks like filing, searching for, and sharing documents. This makes them more productive and efficient. This saves a lot of time and makes people more productive. A document tracking system makes it easy for employees to find the documents they need and work together in real time.

Better accuracy and consistency:

When businesses use a document tracking system, they can make sure that all documents are named, tagged, and stored in a standard way. This means that document management is more accurate and has fewer mistakes.

Better Security for Documents:

Document tracking systems give you a safe place to store and find documents. This makes sure that sensitive information can’t be accessed, stolen, or lost by people who shouldn’t be able to.

Access to Information in Real Time:

Document tracking systems give employees access to documents in real time, so they can get the information they need from anywhere and at any time. This can help people make better decisions and help businesses respond faster to customer needs.

Document tracking systems let multiple people work on the same document at the same time, which can help people work together and get more done. Document tracking systems also have version control, which makes sure that everyone is working on the most recent version of a document.

Better Compliance with Rules:

Many industries have very strict rules about how to manage and keep documents. A document tracking system can help businesses follow these rules by making it easy to store and find documents in a safe way.

Reduced Costs:

Document tracking systems can help businesses save money on manual labour and paper storage by automating the document management process. Document tracking systems can also cut down on mistakes, which can save money in the long run.

Overall, document tracking systems help businesses of all sizes in many ways. Businesses can focus on growing their business instead of managing their documents if they improve productivity, accuracy, security, and compliance. In the next chapter, we’ll talk about the most important things to look for in a system for tracking documents.

Different ways to keep track of documents

There are different kinds of document tracking systems on the market, and each one has its own benefits and features. In this chapter, we’ll look at some of the most common ways to track documents.

Cloud-based document tracking systems are hosted on remote servers and accessed through the internet. With this kind of system, you can access it from anywhere, work with other people in real time, and have automatic backups. Cloud-based systems are also easy to add or remove users from as needed because they are scalable.

On-Premises Document Tracking Systems:

On-premises document tracking systems are installed and run on a business’s own servers. This kind of system gives you more control and customization options than cloud-based systems, but it costs more to buy the hardware and software up front.

Hybrid Document Tracking Systems:

These systems take the best parts of both cloud-based and on-premises systems. With this type of system, businesses can store important documents on their own servers and store less important documents in the cloud. Hybrid systems also give you more options for how you store and get your data.

Workflow-Based Document Tracking Systems:

Workflow-based document tracking systems automate document workflows, making sure that documents are sent to the right users for review and approval. This type of system can improve efficiency and cut down on mistakes by getting rid of the need to manually route documents.

Compliance-Based Document Tracking Systems:

Compliance-based document tracking systems help businesses follow rules about document retention, privacy, and security that are specific to their industry. This kind of system can automatically store documents and provide audit trails to make sure compliance.

Mobile document tracking systems let users access and change documents from their mobile devices. This kind of system is especially helpful for businesses with remote or field workers who need to access documents while they are on the go.

AI-Enabled Document Tracking Systems:

By getting rid of the need to sort documents by hand, this kind of system can save time and improve accuracy.

These are some of the most common types of systems for keeping track of documents. When choosing a system, businesses should think about their own goals and needs to find the one that fits them best. In the next chapter, we’ll talk about the most important things to look for in a system for tracking documents.