Document management system (DMS) is a system/software which allows the creation, storage, managing, protection, indexing, and retrieval of digital documents. Although a majority of the DMSs store all the digital documents in the cloud, they’re a lot more than just cloud storage. A document management solution is a framework which facilitates easy flow of critical information across the organization.
Here are some of the advantages that a document management system offers to every organization looking for a solution to organize their internal and external communications in a better manner.
Centralized Information
DMS enables your company to ensure that all the necessary documents are kept in one place. All employees know where they need to look for to find the information, and with regular use, you won’t be stuck without any documents in the absence of an employee.
Simultaneous Updating
Keeping all the important documents in one location ensures that these documents can be updated simultaneously as the changes occur. Since it is kept at one place, simple or complex changes can be automatically reflected so that you know that no matter who’s accessing the data, it is up to date and complete.
Security
When sensitive information is kept in a document management system, it helps to ensure that the information is safe. If in case vital or otherwise sensitive data falls into the wrong hands, it can lead to some irreversible harm to your business. Document management solutions enable you to safeguard your confidential business information in various ways, including the use of permission settings which allow only the authorized users to access certain documents. These systems can also track who can access these documents and when so that you are always on aware of who has what information.
Access Anytime, Anywhere
Certain document management solutions even allow access despite the type of device an individual is using or where that individual is. This can be important mainly for companies that have a large, mobile client base who want frequent and immediate updates on their information. It is also useful for companies having a large workforce across the country or around the globe, providing them access to data no matter in which time zone they might find themselves in.
Organization
A document management system enables business organizations to manage and organize their data. This system can be customized to help with filtering the information, which makes it easier to organize and locate. If built right, these systems are highly searchable, and they can be categorized and sub-categorized to ensure that information is on your fingertips with just a simple keyword search.
Efficiency
A recent study stated that, on average, employees spend about 9.3 hours per week searching for information. This is more than one full workday, and it is wasted searching for the information before the work begins. Thus, document management systems have been designed to prevent this search by keeping the team organized and by ensuring that the information they are searching for can be found quickly and efficiently.
Collaboration
A document management system is a great source for collaboration amongst colleagues. Whether it is the creation of a new presentation or editing of the current portfolio, these systems enable individuals to collaborate on work without the back and forth associated with versioning through email. Also, it allows individuals who might be thousands of miles apart to collaborate seamlessly and simultaneously.
Thus, as you can see, a document management system provides several advantages which can take your company’s internal, external communications and organization to the next level. It provides a fast, cost-effective solution to the clients and a well-organized collaborative environment for your employees.