What Is A Document Management System?
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.
Introducing The Canon Therefore™, Document Management System
Intuity are a Canon Gold Partner, which means we partner with the world-renowned brand Canon to ensure your business needs are met. Through this partnership, we offer tailored document management solutions and solutions that can integrate with existing systems where required. The Intuity team can provide you with expert advice and guidance in finding the right solution for your business.
The Canon Therefore™, Document Management System is designed to transform the way your business documents are shared and managed. Ensuring your team can find the right information easily, through Therefore’s fast and efficient flow of information and document workflow software features. Boost productivity and get real-time access on any device while staying compliant with protected and secure digital documents.