It doesn’t matter how big or small your business is, a document management system could help to make your documents more secure and your document processes more efficient to boost your business’s overall productivity.
There is no one-size-fits-all solution when it comes to document management systems. The range of systems available is as vast and varied as the variety of businesses out there, there’s a solution for every business.
In this article, we will explore what document management systems are, the benefits of using one, and the different types of DMS available.
If you need further help or advice with document management, our team here at Docutech are here to help you to review and transform the current systems and processes you have in place, just give us a call on 0844 259 6155 and we’ll be happy to help you.
What is a document management system?
A document management system is an electronic system used to manage, track, and store different types of documents, including word processing documents, PDFs, and scanned copies of paper documents.
Most businesses and organisations use document management computer software to help them to manage the documents they keep.
The earliest document management systems were the lowly filing cabinet! Since the 1980s, most businesses have made the switch to a more efficient and secure electronic document management system.
Document management systems have become an integral part of the smooth, efficient, and secure running of many businesses.
What does a document management system do?
Document management systems come in all different shapes and sizes, so the exact features and functionality of each type do vary.
However, the main aim of document management systems remains the same, to help securely store documents in an organised manner.
Digital document management systems have long since overtaken paper-based systems, because of the many advantages that digital systems have over paper-based ones. We’ll have a little look at these advantages later in this article.
As technology has developed, so have our expectations when it comes to document management software. The best systems now offer a lot more value than simply storing and organising documents, they have become a complete solution for tracking, controlling, and managing documents too.
Most modern document management systems offer most or all the following features and functions:
- Secure, centralised storage.
- Digitisation of paper documents.
- Search function.
- Document audit trail.
- Tools to categorise, tag, structure, or otherwise organise documentation.
Some additional features that they may offer include:
- Collaboration tools.
- Remote access to documents.
- E-signature function.
- Automation of tasks.
- Integration with other software.
Document management systems can be very simple, very complex, or somewhere in between. Almost every business will have a requirement to store documentation securely, whether they’re a small one-man band or a huge enterprise, each business has its unique requirements and needs a system that does different things.
Luckily, there are document management systems available out there to meet a huge variety of different requirements. Let’s take a look at some of the different types of systems available and what type of businesses they may be used by.
What are the different types of document management systems?
There are several different types of document management systems available and the one most appropriate for a particular business depends on several different factors including the industry they work in, the volume of storage they require, and their document processes.
The five main types of document storage systems are:
Content management systems (CMS)
Content management systems are used to create, edit, and store media files like images, Flash files, videos, and webpages as well as traditional file types like Word documents and PDFs. Content management systems are often used for website content management.
Enterprise content management systems (ECM)
Enterprise content management systems store and organise the entirety of an organisation’s documents and files, including both company content and data, and customer information. ECMs can be used to analyse company data, structure documentation, engage customers, and automate business processes.
Records management system (RMS)
Records management systems are typically used by legal, healthcare, and government organisations to store and manage customer information securely according to UK data protection laws. As well as storing records securely, records management systems also make record retrieval simple and can be used to create and destroy records and maintain an audit trail.
Workflow system
Document workflow systems are used to automate and monitor repetitive tasks and processes. This could involve creating and sending invoices, contracts, quotations, or emails, and requesting approval of documents. Workflow systems aim to help save time and improve an organisation’s efficiency and productivity.
Document imaging system
Document imaging systems are useful for businesses that have a lot of paper documents that must be digitised for secure and organised storage. This type of system makes it quick and easy to scan and digitise high volumes of paper documents and then stores the documents securely, providing easy access and retrieval to multiple users.
What are the benefits of using a document management system?
The benefits of using document management systems are numerous and differ from one type of system to another. Key benefits include:
Secure
Secure document storage is essential for all types of business. All businesses own sensitive data, whether that’s customer or client data or the business’ own sensitive documents. Losing sensitive documents or experiencing a security breach can be devastating for businesses. Using a document management system and digitising all documents helps to secure them and provide peace of mind.
Document management systems give organisations better control over the security of their documents, allowing them to only grant employees access to the files and folders they require to use for their jobs.
Storing documents digitally on the cloud or a server is also safer than storing physical paper documents which could get damaged or lost during disasters like fires, floods, or burglaries.
Access from anywhere
Having documents stored remotely allows users to access them from anywhere, allowing for flexible remote working.
Space-saving
Storing paper originals of documents in boxes or filing cabinets takes up a lot of room. Digitising documents can help to free up more space, decluttering offices, and allow for better use of the work environment.
Increase efficiency
It can be very time-consuming and difficult to find what you’re looking for when searching through big boxes or cabinets full of loose papers. Digital document management systems ensure that documents are organised meticulously and reduce the risk of human error. They also allow large volumes of documents to be quickly searched for fast retrieval of the documents or information required. Some document management systems can also be integrated with other software programmes allowing you to seamlessly join up the different processes that help your business to run smoothly. Having all your documents stored digitally somewhere centrally also makes it easy for multiple people to collaborate on documents or projects.
Increase productivity
Document management systems help to make document processes and workflows run more efficiently, which in turn helps to save employees time and increase the workforce’s productivity. Systems that offer automation of repetitive or administrative tasks are particularly useful when it comes to freeing up employee time to be spent on higher-level work.
Do more with your documents and data
When an organisation’s documents and document management processes are organised and efficient, it makes it easier to retrieve, analyse, and run reports on the information and data within the documents to gain more value from it.
Track documents
When documents are stored within document management systems an audit trail is automatically produced detailing a timeline of any changes that are made to the document, when the change was made, and by who. This helps to manage and retain control over documents, ensure compliance, and track user activity.
Do you need a document management system?
If your business does not already use a document management system, then chances are it’s not operating as efficiently as it could be.
Without a document management system, businesses tend to resort to keeping paper-based documents, digital folders that are bursting at the seams with files, or a combination of the two. If more than one user is accessing these papers or files, then things can get messier than ever.
If you’re forever misplacing important documents or wasting time searching through folders for digital files, then you could benefit from a document management system. Even those who pride themselves in managing and organising their documents meticulously find that a document management system can help them to streamline their document management processes and begin working much more efficiently.
Some businesses may even benefit from using more than one type of document management system. For example, they may use a content management system to manage their multimedia, website content, and business documents as well as a records management system to securely store and organise customer or client information and data.
Speak to our team here at Docutech Office Solutions about your requirements and we will be happy to advise you about the best document management solution for you.
What is an example of a document management system?
One document management system that everyone should have heard of is Google Drive.
Google Drive is a simple, but effective document management system for businesses that don’t have any specialist requirements. It could be used by any business in any industry to securely store documents on the cloud.
Google Drive’s main features are:
- Simple and intuitive to use.
- Secure, cloud-based storage.
- Easily integrated with other Google products.
- Excellent search function.
- Supports real-time collaboration.
Which is the best document management system?
The document management system that works best for one business may not be the best option for another. Businesses in different industries usually have different requirements and may require different types of systems or specialist systems to efficiently manage their document processes.
Here, we’ll look at some of the most popular document storage and management systems and enterprise content management systems available to businesses in 2022.
eFileCabinet is a good document management solution for small to medium-sized businesses. It offers all the basic functions required to digitise, secure, and organise your business’s documents online.
Key features include:
- Administrative permission controls.
- Strong collaboration tools.
- Intuitive user-interface.
- Secure file-sharing.
- Workflow automation.
Laserfiche has been providing businesses from all types of industries with comprehensive document and records management tools for many years. Its tools can help you to streamline your document processes and organise your business files at every stage of their lifecycle.
Key features include:
- Collaboration tools.
- Extensive records management tools.
- Detailed audit histories.
- Granular user controls.
- Document capture tools.
Docuware is a very versatile document management system that also offers automated workflow solutions. It is suitable for businesses of all sizes across a variety of different industries.
Key features include:
- Collaboration tools
- Document archiving and indexing.
- signature.
- Intelligent indexing.
- Scan and classify documents from mobile.
- Workflow automation.
DropBox is a popular document storage and cloud-based file storage service. Its business features secure company data and helps to streamline document workflow processes.
Key features include:
- Integration with over 300,000 third-party apps.
- Permission control for different users.
- eSignature.
- Live training and 24/7 support.
- Supports collaboration.
Here at Docutech Office Solutions, we provide businesses nationwide with cost-effective document management software solutions from trusted brands.
If you require help choosing the best document management system for your business, get in touch with our team by calling us on 0844 259 6155 and we’ll be happy to help you choose the most efficient solution for your requirements.