14 Benefits Of Using Document Management System
Digitizing your company paper documents seems a humongous task but you need not worry.
With the help of Document Management Software, it is not only manageable but it can also significantly enhance the way your company operates. A document management system will make a huge difference in how well your company operates. It makes recording, digitizing and marking documents fast and simple, allowing you time to concentrate on more important areas of your business. An effective Document Management System can significantly improve the productivity of your company and can provide valuable additional benefits , such as improved protection, collaboration and automated regulatory enforcement. When choosing which Data Management System service is right for you, concentrate on both the features you need now and those you may want in the future as your company grows.
What is a Document Management System ?
The document management system is a software that offers an automated means of storing, handling and monitoring electronic documents and electronic images of paper documents. DMS began as a way to convert paper documents to digital documents, which is why DMS can often be called an electronic filing cabinet, but DMS has many more advanced capabilities today.
Benefits Of Document Management System For Small and Medium Sized Enterprises
- Cost Management : When we keep all the documents in physical files cost for maintenance and management will be high.while we manage the documents with DMS SMEs we can reduce the cost greatly.
- Customer Service : A good document management software processes will be automating and quick which improves the relation with customers .
- Improved Efficiency : With implementation of a document management system all the process will be computerize. So, increases efficiency because the process are more agile.
- Access and Control : The files will be scan and physically stored on specific shelf locations on centers.
- Web-based Solution : This will enabled authorized users can access, create, retrieval and edit their inventory from desktop.
- Security : One major aspect is the level of security protecting the document where it is store. If we use cloud service the vendor ensures all the security.
- User Friendliness: The tool or the interface are user-friendly even it can be access through mobile devices.
- Integration : Integrate with third-party applications with ensuring document security and compliance with policies and regulations.
- Price : When we use on-premises service it has a substantial up-front cost. But, in cloud service the price will vary by provider and service.
- Storage : All the documents will be store centrally like a data center it can access when we require.
- Version Control : It gives you the ability to manage document change and revision .
- Advanced Search: Search document and discover information with intuitive search capacity and faster access.
- Archival and Retrieval : Web based user interface for easy retrieval of document.it ensures high document confidentiality and integrity.
- Workflow : Collaborate and verify documents collected from multiple data sources. Maintain a central library for all the business process related documents.
Key Features Of Document Management System
- Large file support
- Auto upload images,videos
- File extraction
- Integrated Audio/Video/Text chat
- Workspace
- Real time notifications
- Ransomware prevention/recovery
- Brute force hacking protection
- Enforceable 2-factor authentication
- Client / Server side encryption