Discover how to manage documents efficiently in your service company.
In the contemporary business world, in which digital transformation has redefined the way companies operate, document management has become a fundamental part of success.
If you are responsible for a company providing outsourced services, you know very well that the task of keeping track of a large number of documents, of different natures and deadlines, can be challenging.
In this sense, within this scenario, you deal with a variety of clients from different sectors, each with specific documentation requirements.
Furthermore, managing your own employees' documentation, including labor documents, medical certificates and occupational safety training records, is already a complex task in itself. Since these documents not only need to be kept for internal control, but they must also be made available to contracting companies.
With such a significant amount of processes in motion, the mountain of paperwork seems endless. Therefore, without efficient management, crucial steps can be lost along the way.
How to face this challenge? Is it possible to ensure smooth integration? How to accurately monitor document expiration dates?
Stay with us because in this article, we will explore how efficient document management can simplify and improve your operations, bringing not only more agility, but also more security to your day-to-day tasks.
>> Read also: Lack of visibility and control in the management of outsourced labor
What is Document Management?
Before we explore optimization strategies in document management, it is essential to delve deeper into the concept behind this practice.
A gestão de documentos engloba um conjunto interligado de processos e medidas que visam controlar, acompanhar e administrar todos os aspectos relacionados aos documentos gerados e mantidos pela empresa. Ou seja, vai muito além de simplesmente organizar papéis e arquivos de forma metódica.
In other words, this comprehensive approach involves creating, storing, tracking, retrieving and sharing relevant information, regardless of its format – whether physical or digital.
In the digital age we live in, document management also extends to the administration of electronic information, emails, cloud files and data management systems.
In a dynamic business context, such as companies providing outsourced services, document management plays a prominent role.
It becomes a strategic ally, contributing to maintaining operational efficiency and meeting legal and regulatory obligations.
>> Read also: Document Management: what it is and how technology can help you
How to Manage Documents
Effective document management starts with defining solid processes and adopting the appropriate tools.
Therefore, start by creating a categorization and naming system for documents, a fundamental step. This way, you and your team can quickly identify the content of each file and its relationship to specific customers or employees.
Furthermore, it is essential to establish a schedule for reviewing and updating documents to avoid missed deadlines and ensure legal compliance.
In the outsourcing environment, where customer demands may vary, agility in the location and availability of documents is crucial to maintaining trust and transparency.
In this sense, the adoption of management tools offers a proactive approach to document management, providing a series of benefits, such as:
1. Agility in Accessing Information
An efficient document management system allows you to quickly locate any necessary documents, eliminating time-consuming searching and the possible loss of crucial information. This aspect is particularly vital in service delivery environments, where prompt responses to customers and decision-making based on accurate data play a fundamental role.
2. Reduction of Errors and Risks
Inadequate document management can lead to errors, rework and even litigation. Therefore, keeping all documents organized and accessible helps to minimize these risks, as the correct information will always be within reach, avoiding mistakes and possible legal complications.
3. Compliance with Rules and Regulations
Outsourced labor companies are subject to various legal obligations and specific regulations for different sectors. In this sense, well-structured document management helps in adhering to these standards, ensuring that all necessary documents are in compliance and ready for audits.
4. Facilitating Collaboration
Collaboration between teams and with clients is vital to the success of any service company. A document management system simplifies the secure and controlled sharing of information, improving internal collaboration and communication with customers.
>> Read also: Process digitization: the key to operational efficiency
Optimizing Document Management with Technology
If you are looking to take document management to a new level, adopting an automated system is key.
In this sense, specialized document management software can centralize all information, offer secure access and simplify workflows.
With a system of this nature, you can easily track due dates, receive automatic alerts and even allow controlled access to documents by customers or employees.
The Contribution of BMS Tecnologia
For companies seeking excellence in document management and managing their outsourced labor operations, BMS Tecnologia stands out as a reliable partner.
With personalized and technologically advanced solutions, BMS Tecnologia offers a platform that integrates all stages of the process, from capture and storage to secure document retrieval and sharing.
This is BMS Integração, a complete system developed especially to simplify the third-party integration process.
Discover some of the features of BMS Integração:
BMS Integration Features
Discover some of the innovative features that BMS Integração offers:
- Document Centralization: Gather all essential documents in one place. With BMS Integração, you can manage the documentation of several companies you serve, all in a single program. This simplifies both organization and access.
- Late Document Alerts: Eliminate worries about expired documents. Eliminate worries about expired documents. BMS Integração issues alerts for documents about to expire, avoiding legal risks arising from employees working without appropriate training or with expired documents. This includes checking pending integration with contracting companies.
- Shared System: Facilitate collaboration by sharing your system with contracting companies. And the best: no additional costs for your customers! By generating a secure link, your customers can access all documentation related to the service, including your own company's documentation.
- Quick Release of Employees: Thanks to the link generated, hiring companies can quickly confirm employee documentation, proving the appropriate designation for the role. This speeds up the process of releasing employees to provide services.
This process not only simplifies and streamlines your daily routine, saving around 95% of time spent on integration, but also improves the security of your processes.
Furthermore, it adds significant value to your company. By offering a management system as an integral part of your services, you demonstrate organization and solidity, conveying the image of a highly competent company.
Elevate your Document Management with BMS Integração!
In short, document management goes beyond the scope of a mere administrative task. It is an indispensable pillar for the success of your outsourced service company.
By adopting contemporary approaches to document management and exploring technological solutions such as those offered by BMS Tecnologia, you are on the right path to optimizing your processes, reducing risks and thus ensuring the satisfaction of your customers and employees.
Don't allow document disorganization to become an obstacle to your company's growth. Investing in efficient document management is equivalent to investing in the future of your business.
Request a free demonstration of BMS Integração today and experience, in a practical way, how an efficient system can boost your operation.
