It’s much better for your business if you have the productivity tools you need to get the job done. There are times when documents get misplaced and you can’t find it after hours of searching. Then it just magically shows up when you give up looking for it. While you might laugh about it when you find the document, but what if you can’t wait to find the document and you need it immediately? What if it’s something that could save your business? That’s when you need document management system (DMS) to get things done.
What is a Document Management System?
Document management systems allow you to combine your digital and paper files into one single place. It involves taking all your physical documents, such as checks and business cards, and digitising them.
Document Management Software Properties:
- Document storage
- Simultaneous editing coordination
- Search and retrieval
- Security and access control
- Version control
- Audit trails
- Indexing and classification
It’s not just being paperless
Outside of protecting the environment and keeping trees alive, there are a whole host of advantages to using document management systems. It’s more than just being paperless.
Here are the seven advantages of using document management software:
- Document/File Repository
Cloud-based document management software gives you a depository for all of the important documents ready to be accessed, viewed, edited, and shared whenever you need. You’ll never find yourself losing time looking for a single document.
- Document Security
If you aren’t properly managing your documents, then there’s considerable risk that the wrong people will get their hands on it. Sensitive information falling into the hands of the wrong people can cause irreversible damage to your business. Document management software solutions allow you to safeguard the confidential business information with powerful security options and role-based access control (RBAC) that allows only an authorised user to access a certain file.
A cloud-based DMS also ensures business data is kept safe in the event of a disaster such as a fire or flooding.
- Access Anywhere, Anytime
Web-based DMS allows you to access your documents and files whenever and wherever you want, no matter which device you use. This is great when you’re collaborating on a project with other team members in other locations.
- Integrating with Third-Party Software
App integration allows for the seamless data flow between different platforms. It allows you to save a lot of time and effort while also maintaining data integrity and accuracy. Some DMS platforms also allow email integration, letting you send files and documents instantly to other people.
- Better Organization
Tags, categories, subcategories, and metadata can be used to mark files to make them easier to organize and find when needed. Searching with the right keywords gets you the results you want in seconds.
- Time/Cost Efficiency
Efficiency saves you a lot of time and money, because time saved is money saved. Not to mention the low costs of maintaining your document management system.
- File Sharing
DMS allows users to share their files and collaborate on them with others, no matter where they are. They are in control of who the files are shared with through links and password-protected files. The audit trail functionality means everyone knows who views and edits files and documents, which is another important function for identifying inefficiencies and errors.