A Document Management System (DMS) is a software solution that stores data digitally saving your company valuable time, space and money.DMS software does not only assist users in the management of files and documents but also consists of a number of other business-related tools, including blogs-like notice boards to share information, case tracking, shared calendars, custom workflows and more.
A DMS isn’t a specialty, stand-alone business software. It simplifies and becomes intertwined with daily operations, digitizing unneeded paperwork and automating processes that otherwise unnecessarily reduce employee productivity. Since corporate data and documentation is ever growing, the sooner you adopt a DMS, the less legacy content you need to import into the system.
Let’s take a look at the five basic benefits of adopting DMS software for your organization/company:
- Reduced physical storage: Significantly reduce space used for document storage at your office – space that can be utilized for far more productive purposes. By switching to a DMS, you free up all this space by scanning and digitizing your documents. If you need to retain the physical documents for compliance or record keeping purposes, you can always enlist a records management service to store your documents for you at a significantly lower cost.
- Reduces Costs and Saves the Environment: Digital data saves the company lakhs or crores of rupees they might otherwise spend on printing/copying/scanning/faxing. Without proper information management policies, you can find the same document being printed many times over by different employees, resulting in unnecessary use of paper. Everybody can access the same document online, without any need for printouts, at the same time. Every office that initiates paper-saving policies contributes towards environmental responsibility and green initiatives.
- Save Manpower and Access Documents Quicker: Don’t you sometimes wish you could just Ctrl + F and find that document you so urgently need in a pile full of paperwork? With a DMS, that’s exactly what happens. You get instant access to your entire document repository. Search & index features are so powerful, you can find what you’re looking for based on a variety of criteria. You can also access your documents on the move from any mobile device. A DMS also helps you to link documents and invoices or other documents in an organised and easy to find manner. You don’t need somebody to go into the filing room and waste time whenever you need a document anymore.
- Secured Documents: When paper documents are shared, moved around from one department to another or transported, there is always the threat of sensitive information being misplaced or falling into the wrong hands.A Document Management System allows the company to configure user access rights and policies – on folder/directory/document level. These rights are further classified into read only/write only/full access, etc. – giving you granular control over information access. Powerful DMSs also have the very best data encryption standards – they’re very secure and resistant to cyber threats. Version Control allows you to make multiple versions of the same document and archive them, ensuring you never lose an original file or important document.
- Easy Maintenance and Customisation: Post installation, a good DMS will be easy to update and customize. SaaS-based DMSs should be auto-updated as and when new builds incorporating new features are released. On the customization front, the whole point of a DMS is to seamlessly integrate with your company’s workflows and modus operandi. The DMS should aid the type of work you do, and increase the speed at which you do it. To accomplish this, your document management system provider needs to be able to understand your business requirements and translate those into workflows and processes the system recognizes and incorporates.
It’s always easier to switch to a digital information system before your physical stockpiles build up and you’re inundated with A4 sheets in every nook and cranny of your office. We understand it’s much easier to stick to an existing mode of working, but going digital when it comes to company data does make information management more manageable in the long run. If you’d like to find out more about our Document Management Solutions, do get in touch with us.