Ready to manage your contracts digitally? Here we give some tips on how you can start working completely digitally with your contracts.
We look at what cloud-based file storage services can solve, and what a contract service gives you if you choose that path. The text is primarily aimed at you as an entrepreneur and if you read this as a private person, you must filter out what is company-specific.
There are a variety of file storage services and you are probably already familiar with some of them. Google Drive, Microsoft OneDrive, Dropbox and Apple iCloud are examples. The services are offered to both individuals and companies - where the company variants have more functions. The same applies to the market for cloud-based contract services.
If you have the contract on paper, you first need to scan it. Either to an image or PDF (ie an image inside a PDF). If the contracts exist as attachments to an email, you first need to save the files on the hard drive.
Then the procedure differs slightly depending on the solution.
Certain contracts or contract types you probably need to supplement with extra information. It can be keywords, comments, terms of the contract, parties of the contract, etc.
More than you who need to upload and access the contracts? This is solved by file management services through shared folders. It also works well for syncing to the local hard drive. Of course, you also solve it with the web interfaces, regardless of the choice of platform.
Search is closely related to access but deserves its own headline.
Some contract flows tend to affect several different disciplines in a company. A customer contract may need to pass both the sales, finance and delivery organization.
If the company's contracts are to be digitized, you also need to familiarize yourself with WHAT is stored, and WHERE and HOW it is stored. The topic is too extensive to handle here.
The choice of technical solution is facilitated by you first mapping which functions that are requirements, nice to have or not important for you. As a private person, it is an uncomplicated task. If you do it for a company, there are many mistakes to avoid with good preparation.