A Document Management System (DMS) is a piece of software that lets you control your company documents at all times. Instead of being saved on individual workers’ hard drives or printed out and becoming outdated, files are all held in cloud storage, accessed through a web browser, and kept under control. Knowing that people have access to the current version simple, and you can cut down on the amount of paper in the office.
Cloud Document management systems make it easy to save scanned and digital files in a single managed storage system. Files types can include Word documents, Excel spreadsheets, PowerPoint presentations, PDF files… almost any format you can think of!
Cloud-based document management systems are a central repository (or “single point of truth”) for staff to access your company documents. You can then access, view and share them with colleagues in the knowledge they will always have the latest version. By using a DMS to store your documents in one place, they are easier to find and retrieve.
When documents are not being properly managed, the chances of printed information leaking into the wrong hands is very real. Sensitive information getting stolen can do real damage to your business. A Document Management System lets you keep your business information confidential. If there is a fire or flood, a backed-up cloud-based DMS will ensure that business-critical documents are not lost. An audit trail means you know who has viewed or edited files.
From the Desktop to the Beach
Cloud DMS allows users to access documents anywhere at any time, on a number of different devices. This is particularly useful when teams collaborate on projects or if you need to see a document while you are on the beach.
Time and cost Savings
Time is money, so the less your team spend creating, reviewing, distributing and printing out documents, the better. Operating a document management system is low cost but yields huge rewards in time saved.
When using a DMS, staff can share documents with one or more colleagues with the click of a button. The documents can be accessed regardless of location or device. Links to documents may be published on the company intranet or emailed.
Digitalquill – Experts in Document Management
Digitalquill has been working with Document Management Systems for 15 years. We can help to save you time and money through our Document Management System. For more information call us on 01482 424402 or email firstname.lastname@example.org.