A Document Management System (DMS) is used to track and store electronic documents and/or images of paper documents. It is a comprehensive system designed to handle the entire lifecycle of all documents for your business. From acquisition and capture of the information about the document, to approval, storage and distribution of the document.
Documents get routed through processes for handling and can, therefore, become an integral part of business automation. The fact that this facilitates the ability for documents to be worked on by more than one person at a time speeds up business processes and improves staff productivity.
Key Benefits of Document Management
- Retention and Organisation of Information
Think about how one locates a 5-year old document written for the company by an ex-employee. A good document management system should be able to access this data instantly.
- Save Resources and Increase Productivity
A long term strategic approach to document management will save the company not only time but money also.
- Environmentally Friendly
Electronic data not only saves the company on paper and ink costs but means less printing, which means fewer boxes and storage units in your office.
Data protection is vital to the success of your business and digital data control is more secure than paper filing. It reduces the risk of documents getting into the wrong hands and exposure due to human error.
Tips for choosing your Document Management System
- Assess your individual needs
As a business, the first step to finding the best document management solution for you is to take a mental snapshot of your current document management infrastructure for your team.
- Share Files
Think about how your team share files. How many emails are exchanged every day? How many people might typically work on a single document at a time.
Decide who will be allowed access to which documents. Consider people and also consider office locations.
Staff training is crucial to the successful implementation of your system.
- Get Professional Advice
Research your options and talk to a professional. Choose the software and the provider who will have your businesses best interest at heart.