Document technology has been evolving rapidly over recent years, making it easier for companies to roll out remote working, aid collaboration and become more efficient.
With the right document management system in place, companies can become more productive, save money and increase their profits.
What exactly are document management systems, what are their advantages, and what should you consider before investing in one for your business?
What is a document management system?
Document management systems effectively act as advanced digital filing systems. They are a way to create, store and share documents and files that are required for the smooth running of your business. As well as a facility for documents that have been created digitally, hard copies of documents can be scanned and uploaded directly into the document management system.
Document management systems remove the paper chase making it easy to locate the documents you need when they are needed. They can be integrated with a range of other applications that are used within the business, such as accounting and HR software.
They also allow for easy sharing and collaboration between different employees, aiding teamwork and making it easier to work on projects.
Document management systems can be located on the premises or cloud-based, whichever is most appropriate for a particular business.
What features are included in a document management system?
A document management system will usually contain a range of key functions. These include:
Document storage
This is the most critical core function of a document management system. It provides the ability to store company documents safely. It will also provide an easy search filter.
Keyword search
Most document management systems will include a keyword search option that enables you to access your documents based on a specific keyword. This may also include metadata and tag.
Permissioned access
A range of permissions can be created to access different documents. This can provide key employees access to the documents they need while barring everyone else from viewing them.
Document access monitoring
Document management systems can provide you with details of who is accessing documents and when. This gives business owners added confidence that their documents remain private.
Document editing
Document management systems will contain tools that allow you to edit, see previous edits and restore older edits. It should also provide information about who edited the document and when.
Remote access
Document management systems will usually facilitate remote working and mobile access. Teams can access the documents wherever they are as long as they have internet access.
Document sharing
Document sharing is a key feature of document management systems that facilitate collaborative working among team members with the appropriate permissions.
What are the advantages of a document management system?
Document management systems have a range of advantages for your organisation. These include:
Time
Document management systems, when correctly chosen and managed, can save your business considerable time. Time spent organising and managing documents is streamlined, freeing up more time for you to spend on other, more critical aspects of your business.
Added security
Cybersecurity threats grow more complex and regular all the time. Keeping on top of these threats can be time-consuming. A document management system keeps your documents secure either in an encrypted cloud or a secure on-premises server. Support and backup from your DMS provider mean that you are kept protected against new and emerging threats.
Easily scalable
As your business grows and expands, your DMS can grow with it. Document management systems allow for easy scaling up and down, making them highly flexible. Your DMS can effectively meet the evolving needs of your business.
Simple document management
Keyword searches allow you to locate your critical information and documents quickly and easily. They make it easy to find what you need when you need it, saving time and helping people work more efficiently. Key documents are simple to locate and deploy whenever you need them.
Collaborative working
Effective teamwork is the backbone of business success. Document management software makes collaboration easier, allowing people to access the same file while tracking what changes are made and by whom. Documents can be accessed remotely, allowing for teamwork among people who are dispersed. A DMS will also track any changes while retaining access to older versions of documents.
What should you consider before getting a document management system?
When you’re purchasing a document management system, there are a number of factors that you should keep in mind. It’s important that you fully understand and consider the technical specification of the document management system that you’re considering in order to properly assess if it has everything that you need.
An easy, simple file structure can be helpful in that it enables users to quickly understand how to make use of it. There should be a robust search option, with a range of options for locating the right document. This might include not only the name of your document but also the date it was created or modified and the file type.
Your DMS should easily integrate with your existing software and applications, such as HR and accounting software. This enables you to streamline how you work across your organisation, enabling the benefits of DMS to be shared with people in different departments.
Security is crucial to your DMS system, so ensure that your solution has robust security measures in place, and that support is offered to ensure that these are updated to meet new threats.
Document Management Solutions from Docutech
Document technology is evolving. At Docutech, our Document Management Solutions keeps pace with these changes. We can help your business become more efficient, increase your productivity and save you money.
We also provide updates and support while ensuring your data remains secure.
To find out how Docutech can transform your Document Management Solutions, call 0844 259 6155 or contact us today.