A Document Management System (DMS) lets you access and control your company documents at all times. Instead of languishing on individual workers’ hard drives or within disorganised file shares, the files can be held centrally in the cloud and worked on collaboratively. Version control becomes simple, and you can cut down on the amount of paper you use.
Document management software makes it easy to combine paper and digital files into a single electronic storage system: physical documents are scanned and digital ones are imported. Files can include Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, and almost any other format you can imagine.
Here are six reasons why you need to invest in a DMS for your business:
1. Document/file storage
Cloud-based document management systems act as a central repository for all your documents. You can then subsequently access, view, change or share them with colleagues. No need to waste your precious time looking through files and folders to find a document.
2. Document security
When documents are not properly managed, the likelihood of information getting into the wrong hands cannot be underestimated. Sensitive information being compromised can do real damage to a business. Document management software lets you keep confidential business information safe through security policies and role-based access control (RBAC). This means that only authorised users are allowed to view certain files. If there is a fire or flood, cloud-based DMS ensures your business-critical documents are not lost.
3. Access anytime, anyplace anywhere
Just like cloud-based software solutions, cloud DMS allows users to to access documents anywhere, anytime, on a number of devices. This is particularly useful when teams re collaborating on projects on the go or remotely.
4. Organise your files
By using tags, categories and meta-data to mark up your documents, they are easier to locate and retrieve for future use. When recorded with the right taxonomy, a search using appropriate keywords can get results in seconds.
5. Save time and money
Time saved is money saved. The less time creating, working on, collaborating on and rewriting Documents, the better. Running a document management system can be done at very low cost and yields huge dividends in time-saving.
6. It’s good to share
When they use a DMS, users can share and collaborate on documents with their colleagues, regardless of their location. They can control who they share files with, and can do so through links, by publishing on the internet or emailing them as password-protected files. The audit trail functionality means that they (and you) know who has viewed or edited files which can be critical when attempting to identify process errors and inefficiencies.
Digitalquill – Experts in Document Management
Digitalquill can save you time and money through Document Management Systems. For more information call us on 01482 424402 or email email@example.com.