7 Strong Advantages Of Using A Document Management System (DMS)
This is where the document management system DMS becomes an absolute necessity.
There are many types of people working in an office environment, some need silence to bring out their creativity while some like chaos to fuel their inspiration.
While that sounds somewhat true, it hardly works in a professional environment where people get the right productivity tools for performing their jobs.
Here in this post, we have highlighted the benefits of managing your important documents through document management software (DMS).
To be honest, when working in a professional environment no matter how hard you try, you do end up losing an important file and then waste hours looking after it.
Your friend or co-worker, tells you in one of the most dismissive tones: “Quit searching for it, you will find it when it decides to show up.”
Guess what, the most frustrating and surprising part is they end upright. The moment you stop looking for it, the darn thing will come in front of you lying on a pile of other documents,
Which you have probably turned upside down while looking for the file.
Now, this is the situation you can laugh about if the document isn’t a matter of life-death or critically important for the business.
What if that one file is so important that your team needs to immediately start working on it because the project is time-sensitive?
What if it is something that can assist a struggling company from expensive litigation? Or perhaps a government authorized shutdown?
What Is A Document Management System (DMS)?
Many people are not aware of what a document management system is, so here is a brief intro for it:
“Document management includes the procedures and processes that your business uses as it related to storing, capturing, and securing
Saving information on a regular basis, it’s a process that can be simplified through the usage of document management software.“
Document management systems make it very easy for corporations to combine digital files and paper into a single hub as business cards, physical documents, scanned and digital formats.
File formats that are supported can range from Excel spreadsheets, PowerPoint, Word documents, PDF files, presentations, and so on.
The basic components of a document management system are as following:
• Check-in/ Check out
• Document storage
• security and proper access control
• Simultaneous editing coordination
• Version control
• Retrieval and search
• Audit trails
• Classification and indexing
From assisting trees to keep their roots strong and protect the environment from economic and health hazards such as flooding, pollutions, and landslides, getting a cloud-based
Aside from helping keep trees upright to protect the environment from health or economic hazards such as pollution, landslides, and flooding,
Employing a cloud-based document management software solution comes with a host of advantages. Here are some of them listed below:
1. Document Repository
Cloud-based document management systems work as a central source for all your essential files that can be consequently viewed,
Changed, accessed, and shared with your colleagues. No more wasting hours upon hours of your precious time trying to search through folders to find a single document.
2. Document Security
When your documents are not managed in the correct way, there are chances that the information can go into the wrong hands.
Sensitive and important documents if fall into the wrong hands can bring damage that cannot be changed. DMS solutions help you in this matter and keep your confidential documents safe.
In case of flooding or fire, cloud-based DMS ensures that your data is intact and is not erased from the face of this earth.
3. Anytime Anywhere Access
Cloud-based software solutions, you get the liberty to access the files and documents from anywhere and anytime regardless of what kind of devices you use.
This is quite handy when you are working on a project with team members who are located somewhere else or working remotely.
4. Incorporation With Third-Party Software
App integration is another nifty ability that erases redundant data input and offers a seamless flow of information between dissimilar platforms.
Not only does it save effort and time, but it also maintains data accuracy and integrity. Some DMS solutions also support email incorporation,
Giving you the ability to directly sending files and documents to colleagues, partners, customers.
5. Better Organization
With categories, tags, metadata, and subcategories to mark your documents and files, they become very easy to locate,
Organize and retrieve for future use. A search using the appropriate keyword can get results in a matter of seconds.
6. Time And Cost Efficiency
Employee efficiency is a time-saver. Business-wise, because the time saved is money saved.
That is what exactly a document management system offers it saves time along with saving cost.
7. File Sharing
DMS, users get to collaborate, share documents and files with co-workers, regardless of where they are located.
They control who they share the documents with files can be shared through links or published on the web or sent as password-protected files.