What is the need of a Document Management System for any organization?
You're sitting at your desk when your boss sends you an important email. She is asking for the most recent version of an important policy paper that she requires immediately for a meeting. You won't have any trouble finding it in your company's document sharing disc. You start by looking in the most likely areas, such as your department folder, but there's no luck. No issue; simply type a predictable title into the search box to locate the document. There are several document matches for your search, but you know none of them is the one you're looking for. I'm sure you wish you had a document management system. Panic sets in, and your boss calls your office phone to inform you that she is running late for her meeting.
We feel you. Are you also tired of rummaging through filing cabinets, desk drawers, and office storage rooms in search of the documents you need? The drive toward a paperless office is greater than ever, and the easiest way to get there is with a document management system. A document management system can help you reach your organizational goals, whether you're a major corporation with thousands of physical documents or a small firm trying to optimize your document retrieval process.
A document management system (DMS) is a software solution that allows you to manage your documents digitally. The majority of documentation managed by document management systems nowadays is related to business.
Features of a Document Management Systems
Let's Take a Closer Look at Document Management Systems, shall we?
To put it another way, document management systems are intended to make tasks linked to document management faster, easier, and more efficient. Let’s take you on a smooth ride into the world of Document Management Systems.
1) Make Light Work of Heavy Loads
Well, everyone has heard of that. So, why are we still mentioning it? The hard-copy paper was once regarded as a marvel. Papyrus was a huge step forward from rock, slate tablets, or painting on stone walls! However, as corporations and organizations confronted the need to store and handle vast amounts of documented information, even paper became a significant burden. Don’t you already know! In several businesses, piled paper columns and misplaced documents were commonplace. Scanning technology, which was originally introduced in 1957, was put to use in the 1980s by software developers who used it to create the first document management systems. Some history, right? In theory, the first task was straightforward: scan hundreds, thousands, or even tens of thousands of documents into a safe digital environment while also allowing for document searching. For many businesses, this meant no more trawling through rows of filing cabinets or cold document storage rooms. Instead, it meant utilizing a laptop, a business console, or, more lately, a mobile device to locate papers. Thank heavens for the Document Management Systems, because now not only your document is safe, and you’re free from the fear of ‘deleted the file by mistake’ but also you can find any file in a storage space of millions in a snap.
2) Produce Secure Documentation
Storing hard-copy documents has never been easy. Has it? It's simple to misplace, difficult to locate, and keeping it safe was and continues to be costly. Gone are the days when businesses and organizations would store hard-copy documents in climate-controlled storage rooms. The majority of firms relied on file cabinets or crowded warehouses. Because of these inefficient document storage procedures, it was inevitable that the mountains of paperwork would make management difficult. Document management software, on the other hand, became popular in the 1980s. Companies began to buy the new solutions, and old filing cabinets and storage spaces were discarded, cleared out, or repurposed. Some businesses and organizations that purchased document management systems were still required to keep hard copy files for a certain period of time due to industry regulations, but even for these businesses, the fact that the documentation was always secure and accessible in a digital space (in addition to physical space) was a valuable assurance and convenience.
3) In the Blink of an Eye Route
If storing hard-copy material is difficult, routing operations are considerably more challenging. Imagine physically delivering one official document to one or more (typically more) approved reviewers, editors, or signees, then routing hundreds, thousands, or even tens of thousands of more documents to the same approvers. It's simple to understand how physical document routing may soon turn into a nightmare, requiring many full-time staff to devote the majority of their time to the process. Even with email technology, which is still useful for a variety of purposes, documentation is prone to get lost in email folders and never being discovered again. However, with a document management system, routing takes a fraction of the time that physical or email routing takes, and the document isn't lost!
4)Tracing at Thought's Pace
There was also the issue of tracking documentation, in addition to routing hard-copy documentation. Employees would bring a paper to a reviewer or approver for signature, but what if they weren't there? What if one or more reviewers asked for more changes before signing off? What if they signed the document but asked for it to be forwarded to another person at a later time? Many instances like this make it simple to lose track of papers or forget where they fit into a corporate process. A single document is relatively simple to remember, but hundreds, thousands, or even tens of thousands of papers require extra management tools.
5) Look in the filing cabinet for the Needle.
Finding a document among hundreds used to be as simple as finding the correct filing cabinet, drawer, or, in more recent years, the right email. Finding a document, even with email, took a long time and wasn't always secure. This is where document management systems come in. Most document management systems include advanced search capabilities so that businesses and organizations don't have to waste time and money looking for important documents. The ideal document management system will give excellent digital document organizers that allow users to locate one document (among millions) in a matter of seconds, even for firms with thousands of employees and millions of documents.
6) The advantages of a document management system right now
In summary, here's a quick rundown of some of the major advantages that a document management system may give for any business or organization:
- Work at a faster pace while reducing errors.
- Reduce the number of documents that are lost or misfiled.
- Time, space, and money are all things that can be saved.
- Processes that are redundant should be automated.
- Improve the customer service experience.
- Know where your papers are stored.
- You can work from wherever.
- Access is restricted.
- Keep track of your files.
- The turnaround time for documents is quick and efficient.
- Rapidly expand your business.
- Increase your efficiency.
In a nutshell, document management systems are an ever-evolving and often-customizable solution for document management. Document management systems could be used to improve business operations at all levels of a firm for most businesses, but as with any big purchase, the essential research and consultation should be conducted first. At WEP Solutions, we choose your convenience and help you ease off with the perfect Document Management System. Call us today to know more.