Curious how digital document management systems can be used to improve user experiences? 

By digitizing your organization’s records and data, you can take full advantage of the multifaceted benefits of digital conversion such as mobile access, streamlined processes, and improved operational efficiency to create a positive user experience for both your employees and customers. 

Whether you’re in the process of digital conversion or still physically managing your records, the way your employees interact and use tools such as outdated document management systems or lose valuable time each day due to inefficient business processes, each encounter helps to define their overall perception and satisfaction with your organization. 

Keep in mind that the impact of user experiences reaches beyond operations and productivity benchmarks. The consequences of a negative user experience can significantly affect your organization’s revenue, performance, reputation, and employee/customer satisfaction. 

In this blog we’ll look at three key results of how digitization helps to improve user experiences, and the value it brings to organizations:

  • Improved Accessibility
  • Streamlined Processes
  • Increased Collaboration

What’s A User Experience?

You may be wondering what a user experience is, and why it matters. 

User experience is the overall experience of a person when they’re interacting with a product or application. 

When it comes to digital user experiences, it includes all aspects of a user’s interactions with your digital platform including their actions, sentiments, behaviors, and overall satisfaction. 

How Does A User Experience Impact Employees & Customers?

Without a modernized system, your record management methods most likely haven’t evolved to meet today’s business needs which can be a catalyst for unnecessary pain points and stress among your organization. When your employees don’t have the proper tools and digital applications to do their jobs efficiently, it’s frustrating for everyone and ultimately creates negative experiences and decreasing satisfaction.

An outdated system with time consuming processes isn’t exactly a formula for success when it comes to enhancing user experiences. For example, it can delay results and cause poor customer engagement. With digital conversion your company has the opportunity to optimize and improve their user experiences by utilizing a digital document management system that has the proper applications and tools that help to enhance both your employees and customers’ user experiences.

user experience

Improved Accessibility

Accessibility is key to user experience. For remote and hybrid employees mobile access is an absolute necessity. 

Digitizing your records allows your employees to access documents from anywhere in the world. When you partner with a scanning company for your digitization project, your physical records are converted into digital files, making them accessible and shareable in just a few clicks. 

With a digital document management system, your employees can access your electronic records because it’s virtually stored in one place. If you have an application like Digital ReeL, all your digitized documents are loaded into a portal that your employees will be able to access from anywhere as long as they have a device that has an internet connection. 

Digital document systems provide strategic solutions for organizations to clear pathways to expand access for users. With mobile access organizations are better equipped to meet the needs of both remote and hybrid workers.

Streamlined Processes

By having your records digitized, you can improve your document management capabilities, streamline business processes, and create better workflows for all your employees – remote and hybrid.

Digitization allows your organization to have a centralized storage location for your records without limiting mobile access.

Digital conversion helps you to improve your business processes by streamlining them to meet your needs. With automated operations your organization can improve productivity, increase accuracy, and better management documents and data. 

By improving operational processes, your organization will be able to eliminate pain points caused by outdated document management methods, which ultimately helps to ensure your users have a favorable experience.

mobile collaboration

Increased Collaboration

A digital document management system needs to foster collaboration and deliver mobile access, especially today with remote and hybrid roles becoming the norm across more industries.

Despite many not being together in the traditional office setting, everyone still needs to work together. In order to be successful, your employees need the same access and tools regardless of where they work. Placing your digitized files in a single virtual records system reduces silos and centralizes your records storage, which provides mobile access to document systems and helps to improve cross divisional communication while enhancing collaboration throughout your organization. 

Once you digitize your records, the flow of information will improve as people can easily send and share electronic records. The ease of information flow and business communication can make or break your team’s productivity especially with hybrid and remote working environments.

Today more than ever, it’s imperative to have the proper digital document management system with the right features and software applications that will help to build a foundation for success with digital pathways that cultivate collaboration across your organization.

Next Steps

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Further Reading

Optimizing Your Office With Digital Conversion From delivering digital solutions for remote employees to clearing pathways to improve operations and saving space, see how digitization can help you optimize your office.

Digitization & Historical Context” Learn various ways to capture the original historical context of your records while enjoying the immense benefits of digitization.

Digital Hosting & ColocationAre your hosted records collocated at multiple sites? Learn about the benefits of colocation and digital hosting.