GED how to implement electronic document management software in condominium management
Much of an administration's efficiency is related to its ability to deal with bureaucracy - right or wrong? Nowadays, with the advancement of digital management solutions in the most diverse areas, the truth is that the “paperwork” and the shelves full of documents are a thing of the past.
In this scenario, any and all companies can benefit from electronic document management (GED), which automates processes, facilitates the location of files and saves time and resources.
GED: optimization for condominium management
In condominiums, the maintenance of physical documents can be a major headache for landlords and tenants, who face difficulties in finding and sharing important information amid so many stacked papers.
The option for a GED software allows centralizing the management of all condominium documents, storing them virtually safely. The ease of consulting files and the increase in productivity are other great benefits of this type of system.
Next, find out how to implement a GED system in the condominium!
Steps for implementing electronic document management
Organize and scan the documents that will be inserted into the system
First, a team must be formed to organize, analyze and select the documents (physical and digital) that will be included in the system.
The selected physical files must also be scanned in a scanner. It is worth remembering that some GED software includes scanning tools and also uploads digital documents, eliminating the need to print them and then pass them on the scanner.
It is important that, in addition to being registered, the condominium documents are also properly cataloged in the system.
This classification further facilitates and speeds up the location of files, when necessary. The way of organization can vary according to the software features and management needs. Remember: the most important thing is that it makes files traceable!
Depending on the complexity and the number of files stored, it may be interesting to establish a more elaborate management plan, which establishes naming and organization standards, among others.
Security and access policies
It is essential to have software that is concerned with the security and confidentiality issues of documents, which are not always shareable with all tenants.
In this sense, files with certain strategic and financial information, to name a few, must be of restricted access to the administrator. Therefore, establish different access profiles for each type of file.
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Hire specialized software in the segment
When choosing software for electronic document management, an important criterion (in addition to the company's reputation and the quality of its products) is its specialization.
In other words, it is about investigating whether the software really meets the needs of your condominium manager.
GED systems that are developed to meet the demands of condominium management tend to be much more effective and beneficial in practice.
This is the case of the Group GED, which, in addition to facilitating the storage, control and sharing of documents, also makes it possible to streamline the accountability of condominiums.
It works like this: by allowing the creation of an online folder, which can be accessed by residents through the COM21 system, the software provides much more transparency and speed in checking accounts. This way, the representatives of the condominium can analyze the files simultaneously, and the validation can be performed via email.
With GroupGED, you can:
- Transform physical documents into scanned images, avoiding the loss of important files and increasing the reliability of your data management;
- Securely store up to 1 million documents in the cloud;
- Optimize time and reduce costs with digitizing files;
- Streamline accountability, facilitating the assembly and checking of the portfolio;
- Increase management transparency. The tenants will have access to the online documentation, avoiding the request of the folders directly to the liquidator or the administrator;
- Increase your customer's satisfaction.
Investing in an electronic document solution can be a competitive advantage for your business, increasing your services. Bet now on intelligent document management and optimize your condominium administration processes!