Day-to-day operations in an enterprise are focused on output but tend to overlook small detailed stuff, especially when no employee is committed to the specific matter. The accruing load of the neglected task; from a couple of days to weeks, to months, to years, can significantly affect the weight of work necessary on accomplishing business operations

 

Handling physical documents is one of the works that is most likely to be overlooked. Various industries process different documents that require different handling based on its content and regulatory requirements.

 

Incorporating digital transformation to business brings more opportunities in improving process and quality of work. Digital Transformation should be done the right the first time and this should start with company documents.

 

Listed below are industries and department that will benefit the most from the Document Management System:

 

Business Process Outsourcing Industry (BPO)
HR 201 Files

Maintaining 201 files is a tedious and time-consuming task with an average of approximately forty (40) document types or fifty (50) pages document. These documents are regularly updated with employee training, promotion, memo, etc. and is very important for on the spot audit and employee requests. Large organizations that do not have an efficient document management system tend to lose essential records.

 

Finance Department 2307 & 2316 BIR Forms

Submission of copies of BIR forms 2307 and 2316All large taxpayers(LTP) are required to submit BIR forms 2307 and 2316 in an electronic format with the prescribed specifications of BIR. Other companies not classified as LTP may opt to switch to soft copy submission but may not revert back to the submission of hard copies.

 

Fast Moving Consumer Goods Industry (FMCG)
Sales Invoice

Invoices in an FMCG company usually comes from various suppliers with different formats, attachments, and in bulk. Managing invoices in this industry can be very challenging especially without proper guidance and best practices. FMCG companies tend to overlooked proper invoice archiving so when a dispute arises it takes time to validate which invoice was involved. Having document management will give access to digital copies of invoices in a few clicks resulting to process efficiency.

 

Bank, Finance Services and Insurance Industry
Application Forms

Fill-up forms, may it be applying for a bank account, credit card, mortgage or insurance are best done written for authenticity. Application forms are converted to digital data with indicated fields to be used in processing personal account for business operations. Processing a large amount of application will be more efficient and reliable with sorted data encoded from physical conversion.

 

Manufacturing Industry
Job Order Document

Getting piled-up with job order documents could be frustrating when documents are unavailable for report submission. Physical storing is not be enough for urgent retrieval of documents in generating reports and data.

 

With proper and efficient document management system, searching for the right document is easy as searching for your favorite music playlist. This significantly reduces a large amount of time and effort wasted compared to manually scanning through a pile of folders.
Getting started with Document Management System in your organization give you the advantages of:

  • Reduced Storage Space
  • Enhanced Security
  • Improved Regulatory Compliance
  • Easier Retrieval
  • Better Collaboration
  • Better Backup and Disaster Recovery
  • Flexibility and Competitiveness

 

For 16years, ePDS, a subsidiary of ePLDT (the digital enterprise enabler of PLDT), has been supporting its clients in reaching out to their customers, partners, associates, and even regulatory bodies by providing variable data printing and mail processing, digital customer communication and document management solutions through a wide range of media and output, including physical, digital archives, e-mail, short message service (SMS) and online web pages. For more information about their services, visit https://epdsi.ph/.

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