You must have come across people who love to work in chaotic and unorganized workstations as they claim that chaos fuels their productivity. While this might be true for a certain category of people, it will hardly work in a corporate environment where people are equipped with the best tools for boosting productivity to perform the best jobs.
You might have faced this while working in an office that few documents may have got misplaced and you must have spent hours hunting for it. Your colleague must have told you to quit looking for it and later on you will find that the thing shows up when you gave up finding for it.
This is indeed a situation when you have a good laugh about it. What would have happened if that one document is a vital one for some deadline-based project? This is where the role of a DMS or Document Management System becomes necessary.
Document Management System – What is it actually?
Document management includes the procedure and process which is used by a company to store, capture, secure and retrieve data on a regular basis. All these can be simplified with the use of document management software. This makes it easier for the business to consolidate paper along with digital files within a single hub in the form of documents, business cards, checks which are all scanned so that their digital formats could be imported.
Document management software – Its basic components
- Storage of documents
- Editing and coordination simultaneously
- Check in and check out
- Retrieval after search
- Access and security control
- Classification and indexing
- Version control
- Trials of audit
- Annotations
So, you can well understand that using a document management system has more to it than just going paperless. Apart from going paperless and simplifying management of everything, it has also got a host of benefits.
Benefits of using document management system
#1: File and document depository
Document management systems (DMS) which are cloud-based serve as a central repository for all vital documents which can be simultaneously viewed, accessed, edited and shared along with several colleagues. You don’t have to any longer waste your precious time desperately searching through different folders to find out one specific document. You can literally bid goodbye to chaotic and messy workstations.
#2: Security of content and documents
Whenever documents aren’t managed properly, there is always a likelihood of vital data being wrongfully exposed to inappropriate people. Can you imagine what could have happened if sensitive and vital information could fall in wrong hands? This could bring excessive damage to your company. Such DMS solutions allow you to protect confidential details through strict policies and RBAC (Role-based access control). Through this policy, only authorized users can view certain documents and files.
#3: Access from anywhere and anytime
Just as cloud-based software solutions work, web-based DMS lets users with enough ability to access documents and files anytime, anywhere, irrespective of the device that is used. This lets the entire process become handy, especially while collaborating with team members who are located at different places.
#4: Cost and time efficient
We all are aware of the fact that employee efficiency is definitely a time-saver. As per the age-old adage, time is money, time that is saved is money saved. Keeping and maintaining any document management system can be done at no such cost.
Therefore, now that you know the multifarious benefits of document management systems, you should leverage such software in order to stay an edge over others.
