The advantages of document management systems for businesses are that they improve sharing, security, organization, and versioning of business-critical documents. With the prevalence of business-issued mobile devices such as smartphones and tablets and the newer popularity of “bring-your-own-device” (BYOD), document management systems must become adaptable for sharing documents on more than just desktops and the company intranet. The modern work environment is hectic and often distributed. There are many situations in which access to a document may be an imperative, such as at an emergency meeting or at a business lunch. Let’s take a look at how this shift toward mobile-inclusion is shaping up.
Microsoft’s SharePoint, for example, has out-of-the-box views for mobile. SharePoint can also be used in conjunction with frameworks, mobile web apps, or even native apps to adapt user portals that make it effective for working with data on different devices. Ultimately, it stands to reason that as new editions of SharePoint are released, they will incorporate some of the customization and adaptability for mobile that is typically done with third-party utilities.
What is also notable about mobile adaptations for document management systems is that they introduce potential capabilities for which such systems are not traditionally adapted. Document management systems evolved around the capabilities of the desktop, which meant fairly straightforward storage, retrieval, editing, and versioning of data files. However, since mobile devices have convenient camera and geolocation capabilities this extends the possibilities of what document management can achieve. For instance, in the logistics sector, packages can come with a QR code which can be scanned on delivery which will automatically update documentation and launch the next step in the delivery process. This is just one of many examples of how mobile can not only enhance existing situations but also address needs that have never been thought of in the context of documentation management.