Isn’t it frustrating to deal with huge bundles of paper files and bulky folders? Don’t you find it stressful to sort through hundreds of files to find a single sheet of paper? If you’re facing this annoyance on a daily basis, most probably you’re still relying on the dated paper filing method.
From big organizations to startups, the task of dealing with the sheer volume of corporate information has always remained a big challenge. Managing the business data from different sources- paper files, electronic documents, databases or corporate portals is an overwhelming task for organizations. And for decades, companies are looking to win over the paper struggle and manage their data efficiently.
You must be experiencing that managing and sorting through hundreds of bulky files in your cabinets results in wasting a lot of time, space, energy, and resources. But is there any way to overcome this nuisance? If you want to streamline your business data, you need to make the transition from paper to digital documents.
In today’s digital era, most of the advanced companies across the world are adopting paperless document management solutions. So, if you also want to make your business documents storage and retrieval convenient and safe, you need to switch to Document Management System.
What is a Document Management System?
A Document Management System or DMS is the software that allows businesses to store and keep track of their electronic documents. The system involves controlling the creation of documents, managing the storage of records, and retrieval of files. In simple words, a file management system helps organizations to share, store, and edit documents digitally.
A client-server document management software system is capable of managing millions of documents. Using DMS means you can access your documents from anywhere by simply using your laptop, desktop, tablet or smartphone. You can store almost every type of file on this system and can directly integrate it with the Microsoft SharePoint.
Now as you know what DMS is, let’s look at some of the main benefits you can expect from this system.
Benefits of Implementing a Document Management System
If you’re still using the antique paper filing method, it’s time to move from paper to digital documents. Here are some benefits of implementing a document management system that will convince you to bid adieu to your old system.
1. Save Paper Costs
Companies that use manual paper documentation, spend thousands of dollars annually on paper. Using a paper-management system means you need paper, as well as printer and inks. Paper is not only costly but also wasteful and unsafe to store sensitive information. Moreover, for managing paper documents you will need an entire team dedicated to this task. In contrast to this outdated method, a document management solution allows companies to store and access documents digitally from anywhere and at any time. In the future, almost every business will go paper-less and adopt sustainable operations.
2. Quick and Easy Retrieval
A DMS allows you to store and retrieve your documents without any hassle. In manual data management, retrieving documents is a big challenge. To overcome this challenge, companies are switching to cloud-based document management solutions. With the help of DMS, you can retrieve your documents online within seconds. It’s simple and easy to locate a document using file names, categories, subcategories, and keywords.
3. Smooth Collaboration between Employees
A DMS not only eliminates the need for paper but also reduces the amount of emails employees need to send and receive about document updates. By using a document management system, you can easily access, view, change, and share files with one another. Isn’t that great! The file management software comes with a feature to identify the current owner of a document or whoever might be reviewing and approving the report. Also, the remote access gives employees an opportunity to collaborate on document-based work from anywhere, at any time.
4. Improved Security
One of the biggest concerns of any business is protecting its sensitive information. To ensure the safety of your important documents, using an off-site, cloud-based DMS is the best solution. This system offers advanced security features that are designed to avoid cyber-attacks. Moreover, the best cloud-based providers make sure to protect your valuable documents and files in the event of a disaster. Using DMS means you’ll have backups of your documents, in case flood and fires occur at your premises. In addition to this, you can also avoid the risk of data theft. In case there’s an IP theft, the system allows you to trace the user who gained unauthorized access. You can do this by examining the timestamps, audit trails, and document custody data.