Document management is a challenge for most businesses as it could be difficult to locate the right document you need when you have to go through records with over hundreds of other documents. Not only is this a frustrating task but it can also be time-consuming. Businesses should invest in a document management system as it is able to assist with your documentation. It offers solutions for organizing and tracking documents creating more efficient processes. We will look at some of the benefits it offers as well as features that your document management system should have.
What Is A Document Management System?
A Document Management System refers to a computer system used to create, store, track and manage electronic documents for your business. The documents are stored in a cloud-based system which means that you can always modify and retrieve the documents at any time. The kind of documents stored in a document management system include procedures, work instructions and policy statements.
Document Management System Benefits
A document management system is able to offer multiple key benefits for your business. They include:
1. Greater security
Document Management System offers document security as it keeps all sensitive data protected as well as provide easy access to them for all individuals. DMS contains an audit trail which allows you to see who has viewed a document, when they accessed and the modifications that were made.
2. Reduced physical storage
When you rely on paper documentation, you will likely need a storage solution to be able to handle all your papers. It can be quite expensive to maintain. Using a document management system will allow you to scan and upload all your paper-based documents and make space in your office.
3. Reduced costs
Using paper is incredibly expensive and papers can easily be damaged or misplaced which can be costly as you could lose valuable information. When you switch to using a document management system, you will be able to cut down your business costs.
4. Better customer service
All businesses should strive to always keep their customers happy. DMS assists businesses achieve that objective as it can double as knowledge management software. This offers customers easy access to documents such as troubleshooting tips and allows them to solve any problems that they might be experiencing quicker.
5. Improves productivity
Storing documents physically is a time-consuming task, it also makes sharing documents a lot more difficult. This can negatively affect the productivity levels of your employees. DMS makes it easy to share files as you can send a file to anyone within seconds. Employees can save time and use it to work on other tasks.
Document Management System Features
Implementing a Document Management System is essential for the success of a business. Before choosing a Document Management System for your business, ensure that it contains the following features.
1. Document Input
Document Input allows you to combine paper and digital files. You can input these documents through emails, a scanner, mobile applications and manual uploads. DMS should have web access which allows users to access and upload files from anywhere using the internet. It should also allow bulk uploads which make it easier for users to upload all their documents at one go.
2. Document Search
Your document management system should contain a search engine that will assist you in accurately browsing through all your documents using only a few letters of what you are looking for. Your business might have a big knowledge base and it could become difficult to find the right documents that you are looking for. Your DMS search engine should provide save and powerful search, document and meta data search and allow you to advance search all your documents.
3. Audit Trail
An audit trail shows a document’s path and allows users to access reports on the path that the document has followed. This detailed report shows the name of the user who accessed the document, the date and time that they accessed it, the actions that they performed and the comments the user made.
4. Version Control
Your DMS should be able to send you up-to-date alerts through direct notification messages when updates have been made to a document. The documents should show all the versions that exist and save every version of the document as well. Version control also allows you to restore a version of the file when users have made any mistakes.
5. Sharing and Rating
A great document management system allows you to share any folder or document with anyone, including your team members or clients. It should allow users to rate the value of the file which makes the process more collaborative and helps you find the files you need a lot faster.
Businesses are starting to realize the importance of transferring their documents in a digital and automated system. Moving to a document management system helps eliminate most problems that having paper documents bring while saving time and reducing costs for the business.