Document Management Systems (DMS)
In today’s fast-paced business world, time is of the essence.
You need to be able to find the information you need quickly and easily and so does everyone else in your organisation.
The many benefits of a DMS system include:
Time savings – By making it easier to find and retrieve documents, you save time that would otherwise be spent searching for the information you need.
Easy scaling – You don’t have to buy an entirely new system when you start out with just a few hundred documents; instead, you can expand as needed by adding storage space as needed. This provides you with more flexibility than other options such as filing cabinets or email inboxes.
Enhanced document security – Having a secure system for storing files means that your data is less likely to be compromised than if it were stored in an unsecured location. This is especially important if your company stores sensitive information such as customer data or medical records.
In the event of a disaster, like a fire or a flood, your files are stored safely in the cloud, away from physical harm.
Enhanced security – Your documents are more secure if they are stored in an online database instead of being on paper or even in an email attachment. This means that nobody can accidentally delete or alter important information without knowing what they’re doing!
Did you know? Organisations can lose thousands of hours of productivity each year due to poor document management.
Better regulatory compliance: A document management system helps ensure that your company is compliant with industry regulations regarding recordkeeping and retention periods for specific types of documents (e.g., medical records).
A good document management system is easy to implement and scale. The complexity of the software should be based on your team’s technical know-how, allowing them to easily store and locate documents as needed. Your team should be able to share documents and collaborate within the platform, even when they are using mobile devices.
Although every document management system should have security protocols, access controls and file versioning, these features are especially important for those operating within heavily regulated industries. Other features that lend to a document management system’s usability are metadata and tagging options, keyword searching, document editing history and restoration, automatic document retention and deletion, image scanning, optical character recognition, and customizable workflows. The best software can also integrate with your other business platforms.
If you are looking for a software solution let’s book a chat, we’ve worked with many clients to solve these problems.
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