Advantages of Document Management Systems

7 Powerful Advantages Of Using A Document Management System

There are people who personally prefer chaotic work stations, insisting that chaos fuel their creativity. While that may be true, it hardly works in a business environment where people are usually equipped with the right productivity tools to do the right jobs
It happens to a lot of us especially with documents getting lost or even misplaced, and you take so much of you time looking for it. Just unwanted issue while loosing a document also asking for other to help you find it but you get the point.
This is where we talk about why having a DMS is so important. DMS make it easy for may businesses to combine paper and digital files into its own single hub. As physical documents, including checks and business cars, as scanned and digital formats are imported. File formats supported can range from word document, excel spreadsheets, power point presentations, PDF files, and so on.
The basic components of document management software systems include:
-Document storage
-Check-in/check-out
-Simultaneous editing coordination
-Security and access control
-Search and retrieval
-Version control
-Indexing and classification
-Audit trails
-Annotations

1. Document/file repository
Cloud-based document management systems serve as a central repository for all your important documents that can subsequently be accessed, viewed, changed and shared with colleagues. No more wasting hours upon hours of precious time frantically looking through stacks of folders to find a single document.

2. Document/content security
When documents are not managed, the possibility of important information being exposed to the wrong people is considerable. Vital, sensitive information falling into the wrong hands can bring irreversible damage to a business. Document management software solutions let you safeguard confidential business information through rigorous security policies and role-based access control (RBAC) where authorized users alone are allowed to view certain files or documents.
3. Anytime, anywhere access
As is the case with cloud-based software solutions, web-based DMS affords users the ability to access files and documents anywhere, anytime, regardless of device used, which is particularly handy when collaborating on projects with team members who are on the go or located remotely.
4. Integration with third-party software
App integration is a nifty capability that eliminates redundant data input and allows seamless information flow between disparate platforms. Not only does it save you time and effort, it maintains data integrity and accuracy as well. Some DMS even support email integration, affording you the ability to directly send files and documents to customers, colleagues, and vendor partners.

5. Better organization
With tags, categories, subcategories, and metadata to mark your files and documents, they become easier to organize, locate, and retrieve for future use. A search using the appropriate keywords can yield results in a matter of seconds.

6. Time/cost efficiency
Employee efficiency is a time-saver. Business-wise or otherwise, time saved is money saved. Add to that the fact that keeping and running a document management system can be done at absolutely no cost (for those with free options).

7. File sharing
With DMS, users get to share and collaborate on files and documents with colleagues, regardless of their location. They control who they share documents with, and files can be shared through links, published on the web or sent as password-protected files to third-party stakeholders. With the audit trail functionality, they know who has viewed or edited certain files or documents, also critical when unearthing process errors and inefficiencies.

About Nick MacRoy