Benefits of integrating document management systems with time tracking

Here are some statistics to illustrate how expensive document management can be:

• In the US alone, businesses spend around $8 billion annually on paper document handling.
• Mordor Intelligence predicts that the global document management market will reach $14.82 billion by 2029 (currently worth over $7.5 billion).
• In 2024, around 120 zettabytes of data will be created globally, with the US accounting for a large proportion.
• There are an estimated 15 trillion digital files in existence, according to CloudFiles.

Given the scale of the issue, it’s unsurprising that companies are looking for new ways to manage documents more efficiently.

Integrating your document management system with time tracking and logging capabilities is one way forward.

The synergy of time tracking and document management

Integrating time tracking with document management systems (DMS) can significantly improve your workflow, enhancing productivity and efficiency. Combining traditional document management with time tracking and time logging will streamline operations and reduce administrative burden.

Businesses can also derive valuable insights into project performance and resource allocation from the traffic flow within their DMS when time tracking is integrated.

Time tracking can, for instance, provide insights into:

• Handling Efficiency: How much time is spent creating, editing, reviewing and approving documents, providing insight into procedural efficacy.
• Resource Allocation: Which document handling tasks consume the most time, which can help managers allocate personnel more effectively.
• Project Management: Tracking document-related tasks can ensure deadlines are met and projects aren’t held up awaiting approvals or e-signatures.
• Compliance / Audit Trails: Time tracking can create detailed logs of document handling, ensuring mandatory deadlines are met and steps are completed.
• Performance Metrics: Insights into employee efficiency can help managers identify good and struggling administrative employees.

Such insights can help improve the document management process, streamline operations, and reduce employee stress.

Benefits of integrating time tracking with document management

There are numerous benefits to folding time tracking into your document-handling processes. These include:

1: Enhanced Workflow

Integrating time tracking with a DMS enables accurate measurement of time spent on document-related tasks. Automated time tracking reduces manual entry errors and ensures accurate time logs.

With efficiency gains, teams can focus more on their core tasks and less on rote administrative duties.

2: Improved Project Management

With integrated systems, project managers have a holistic view of project progress and resource allocation.

They can monitor time spent on document-related activities, ensuring projects stay on track and within budget. Such oversight enables better decision-making and more efficient project execution.

3: Streamlined Invoicing and Reporting

Accurate time tracking combined with a DMS simplifies the invoicing process.

With automated time logs, all billable hours can be accounted for. This reduces discrepancies and speeds up the invoicing cycle. Further, integrated reporting tools provide detailed insights into project performance, helping managers identify bottlenecks and optimise workflow.

Steps to integrate time tracking with document management systems

Time tracking systems like TimeLog can be integrated into your DMS by following an evaluative process as follows:

1: Assess your needs

Before integrating, evaluate your current workflows and identify specific needs. Determine which features are essential for your organisation, such as automated time tracking, document version control, or real-time reporting. This will allow you to set priorities.

2: Choose compatible systems

Select a DMS that is compatible with TimeLog or offers API integration capabilities. Popular DMS options include OneDrive or Google Drive, and specialised platforms for particular sectors and industries.

3: Configure the integration

Set up the integration by connecting TimeLog with your chosen DMS. This process typically involves configuring API settings and mapping data fields to ensure seamless data flow between the systems.

Ensure that both systems are correctly synchronised to avoid data discrepancies. Make sure you run several tests to ensure that everything is flowing smoothly.

4: Train your team

Educate your team on how to use the integrated system effectively. Provide training sessions and resources to help them understand its benefits and functions.

Challenges and solutions in integrating document management with time tracking

There may be roadblocks in implementing time tracking within a DMS. Here are three of the key issues you could face:

1: Data security concerns

Integrating multiple systems can raise data security issues. Ensure that your time tracking tool and your DMS comply with industry data protection and privacy standards. Implement security measures, such as end-to-end encryption and access controls, to safeguard sensitive information.

2: System compatibility issues

Compatibility issues may arise if the systems don’t seamlessly integrate. To mitigate this, choose systems that offer native integration capabilities in preference to API connections. Consider consulting with IT specialists to help manage a smooth integration.

3: User adoption resistance

Users may resist changes to established workflow. This is simply human nature and is to be expected.

To address this, demonstrate the integration's benefits, such as reduced administrative tasks and improved efficiency. When users feel their working lives will be improved, they’ll come on board.

Time tracking is the final piece in the DMS jigsaw

Integrating TimeLog with your DMS adds a powerful tool to your administrative toolkit. It should further enhance productivity and streamline workflow.

This should mean fewer misplaced documents, unsigned contracts, and missed deadlines.

By following the steps outlined above and addressing potential challenges, organizations can take advantage of the benefits of an integrated DMS. Improved project management, streamlined invoicing, and enhanced workflows should follow.