The rapid development in the technology has given rise to globalization. More and more businesses have adapted to the transformation which changed the whole documentation process, market mechanism, and most importantly have streamlined business processes;
A document management system can be defined as a software that converts paper documents into electronic files, provides a framework which manages these files securely. It can be defined as a most basic form of CRM system increasing efficiency of an organization.
So how does a Document Management System benefit an Organization.
So you or your colleague has misplaced an important document and have spent hours looking for it all over the place, only to find it later sitting at one corner of your desk. This scenario sounds familiar to you? That’s where a Document Management System (DMS) comes in handy, it helps you to combine all your physical and digital documents in one place, while giving you option to retrieve, edit and archive them for future use. Depending on what DMS you use, it can support file formats ranging from MS Word & Excel to PDF etc.
What should you look for in a Document Management System?
A basic DMS should help your company free itself from the dreaded paperwork, giving you option to store your files in different formats. It should give users the freedom to create, organize and share work in a secure framework.
A good DMS provides the creator the option to share his/her work with selective people, giving them the authority to edit or delete the document. It gives its users the capability to access and collaborate on the documents anytime from any part of the world as long as they have access to the system. One of the main challenges faced by a lot companies who started using a DMS was that of version control. Making sure you are working on the latest version of the document and your colleagues have access to the same as well should be one of the deciding factors for you to choose a DMS for your organization.
Top 3 benefits of using a DMS
- Guaranteed document security & reliable backup: Allows multiple backups to be stored and centralizes all documents in one location to easily retrieve them later.
- Increased efficiency & lower managing cost: Automated archiving not only saves time but is also cost effective.
- Better organization & Data integration: Serves as a central repository from where all documents can be viewed, retrieved, shared at any time and accessed from anywhere.