Are You Managing Your Documents Efficiently?
While some people may thrive in a chaotic workstation, insisting that chaos feeds their creativity, that approach rarely works in a business environment where organized teamwork is an undeniable must-have. Handling documents in a way that promotes the efficient and appropriate creation, sharing, organization, securing, storage and retrieval of information, is critical for the success of your business.
For those who don’t know the meaning of a document management system (DMS), it can be described as any system, physical or digital used to keep track of office documents. However, because electronic data has almost entirely replaced paper in the business world, modern DMS solutions are all computer programs that help to keep track of digital documents. While paper still has a place among many small businesses, more and more entrepreneurs are embracing and enjoying the numerous advantages of using digital data.
If you’ve not already implemented a DMS in your office, now’s as good a time as any to do it. Below are three reasons that will make you move to an electronic document environment.
Time, Space and Cost efficiency
DMS applications are designed with the sole purpose of improving how you handle digital data. Therefore, in addition to keeping your data organized in one hub, management utilities incorporate tags, categories, and metadata to facilitate the quick location and retrieval of documents. Moreover, most DMS programs integrate with third-party office software to prevent incoherencies and maintain seamless flow of information across disparate platforms.
A proper document management system also includes a scanning and conversion tool to convert paper into electronic documents, eliminating the need for elaborate and costly filing systems and registers
Anytime, Anywhere Access
Modern DMS solutions are cloud-based which means, in addition to saving you the time and cost of setting up and managing a physical server, you won’t need to be physically present in the office to check your files.
A web-based DMS gives you and your employees real-time access to work documents, at whatever time or place, regardless of the device used. This not only makes it easier to collaborate on projects but also gives everyone the freedom to work whenever and wherever they’re most comfortable and productive.
Mismanaging documents increases the possibility of losing or exposing important and confidential information. This is especially probable with paper files, which are easily damaged, stolen or duplicated.
A good document management solution implements rigorous access control policies, where only authorized users can access your files. Some sophisticated utilities even enforce biometric recognition to verify identities before users can access protected documents. And, because most DMS apps are cloud-based, your business data will always be safe from unprecedented disasters like fire or flooding.
In today’s increasingly fast-paced business environment, proper organization is crucial to keeping up with the competition. Your age-old filing system may have served you well over the years, but with the world steadily moving to digital data, a DMS is the most practical way to manage your documents smoothly, efficiently and securely. Take the initiative to implement one today.