A document management system (DMS) is a software designed to maintain and organize business documents. It’s a must-have for any company wishing to relieve itself from the hassle of managing hundreds of file cabinets and boxes with tons of documents in them.
If you’re still reluctant about switching your paper-based document management to a digital one, perhaps the following list of benefits will get rid of your hesitation.
The Benefits of Document Management Systems
Among the many advantages of a document management system, we’re going to focus on the top five.
#1. Content Security
With a document management system in place, you can implement several layers of security. The security covers both the files and the users. For instance, only authorized users have access to files stored in the system. Even then, they need to provide passwords to check the file in and out.
The system may also restrict what type of files the users may upload into the system. For instance, the DMS may allow only Word or PDF files and block any potentially harmful file types such as SVG.
#2. Central Hub
When you rely on paper documents, each department wishes to hold only what matters to them to keep things simple on their end. Getting the important files for writing a report can bring you from one department to the next.
With digitization, it doesn’t matter where the servers holding the documents are. They can be in the same building as everyone, locked up in the HQ, or in some remote secret location. The DMS provides the necessary interface to seamlessly pull everything together, giving you the convenience of a central hub.
#3. Easy Access
A DMS helps a business to use fewer paper documents. When everything is online, nobody needs to waste precious hours to search for documents.
With a DMS, everything is accessible at your fingertips, provided that you have the proper authorization, of course. And you don’t even have to be in the office to access those documents either. You can still get to them when you’re working on an off-site project.
In a large company with varying departments, managing files across different offices with different requirements can be a nightmare. A DMS can be tailored to be as flexible as possible while meeting differing requirements across the company.
Need to get your employees from different departments to work on a project? You’ll be glad to have a DMS as it allows them to work on required files simultaneously.
Managing file version and revisions is a breeze when you have a DMS up and running. This makes collaboration between employees across different departments less of a hassle. Nobody needs to worry about breaking stuff with the file auditing functionality in place to keep things organized and well-tracked.