Listen to Audio
Document management is one of the most crucial aspects of business process management. Practically every operation of a business involves the movement, processing and filing of one document or the other.
If this process is not smooth and precise, several business processes will be delayed or compromised.
Businesses have always understood the importance of proper document processing and have always tried to find ways to handle this. One of the ways that have been used include filing cabinets and filing systems.
Despite the best of intentions, these systems have always fallen short of the demands of fast growing businesses. Thankfully, all the difficulties associated with document processing have been almost totally taken care with the introduction of document management software (DMS).
What Exactly is a DMS?
This is also known as a Document Management System and is used to describe a computer based solution that manages the processing, sorting, storing and handling of digital files. These include documents that were scanned into a digital image. This software based solution offers the most efficient document management available. You can read more about it here.
Benefits of Using a DMS
There are a lot of benefits that come from using a document management system. We will quickly look at some of the most profound ones.
Frees Up Storage Space
If you remember the space that had to be created for the files and filing cabinets then you will surely appreciate the fact that all that space can be freed up for better use. Millions of files that previously had to be stacked in boxes or cabinets can now be saved on a drive.
Quick Access to Files
With a DMS, you not only save tons of space, you also make it very easy to locate files. You no longer have to search through boxes of dusty files to get to an old file that suddenly became very important. All you need to do is call up with file with a few strokes of the keys and it will appear.
Shorter Task Completion Time
The simple fact that you no longer have to spend hours searching for a specific file amongst thousands of other files has automatically reduced the time it will take you to get tasks completed. This invariably means an increase in productivity and efficiency.
With document management software in place, a company can store all its important documents in a central database and then decide who can access which document. A central database grants easy access and also grants total control to an admin who can then create levels of authorizations to determine who can see or access the different documents. This again simplifies the entire process, making for increased efficiency.
Team members can now access necessary files with ease. They can see what is being done in real time, removing the need for long hours wasted waiting for one colleague to pass an important document to the other.
I didn’t do it, he did it, I don’t know where the document is etc. The blame game is totally removed from the conversation in an office that uses a DMS. Everyone knows who worked on any document at any time. Anyone can see who was supposed to work on a document but did not. Problems and points of delay are easily identified and fixed without having to setup an investigative panel. This system makes the life of a manger a lot easier.
This type of system will usually offer remote access unless it is not a cloud based system. The ability to access important documents anytime and from anywhere can be the difference between a major success and a huge failure. When important decisions need to be taken in the field, easy access to important document is usually critical. This system provides that.
Using a DMS makes compliance issues practically non-existent. Everyone does not have to ensure their work is compliant as the system is simply setup in such a way that your work has to follow the stipulated compliance regulation.
This is a key feature of this system. Because the database is centralized, access can be fully controlled so that only persons with appropriate clearance levels can access the documents.
There are a lot of benefits that businesses have derived from the use of a DMS. Having switched to this system, many businesses won’t believe how they managed to survive without such a system in place. For more benefits, read this article: https://www.business2community.com/tech-gadgets/7-powerful-advantages-using-document-management-system-01148648.