Documents, whether paper or electronics are an essential component in any enterprise. Managing business information from several sources is such a challenging task, especially with cybersecurity threats. So how can your business navigate Document management software challenges while remaining productive?
Depending on the nature f your business or organization, an ECM solution with a robust Document management system that captures and stores retrieves both electronic and paper documents would offer multiple benefits to your organization.
Following are some benefits of an electronic management system
Reduces storage space
The costs of commercial property continue to increase and so does the storage of paper documents. A software-based DMS reduces the need for boxes, cabinets, and those traditional storage bins. Thus it’s a valuable asset to any business, and that frees precious office space. You can also store documents that have to be stored in hard copies in less expensive locations, or consider getting a professional offsite data storage service.
Any organization needs document security of any size and therefore keep sensitive data protected. DMS ensures sensitive documents and access to records is controlled at the folder level for different individuals and groups. The DMS leaves an audit trail of the person who has accessed or viewed the document and if there could be any modification. When documents are managed, they can easily be traced and tagged to allow for automatic alerts.
Improved regulatory compliance
Document compliance can be pretty complex, and non-conformance can lead to hefty fines and other cases, criminal liability. You can also automate documents more, classify and store them.
Easier retrieval of documents
Have you tried searching and retrieving documents? It takes a lot of time, and you know “time is money.” That means a typical office worker will spend like 30% of their time looking for documents, which could translate to an average of $20 spent on every document. These unnecessary costs restrict the organization’s budget, hamper productivity and thus limit the organization’s growth. A document management system is such a powerful and time-saving tool that helps retrieve files by a word or phrase in a document.
The ability to collaborate and access content is in a greater way simplified with an advanced document management system. When you’ve documents from different sources, you can have users access from different locations. Electronic imaging simplifies the documents’ access over a network. With DMS, you’ve greater visibility to the business and allow for better workflow and business monitoring. You also have an option for allowing and monitoring external users.
Better backup and disaster recovery
Any plausible document management system must include a data backup and a disaster recovery plan. With digital archiving, paper documents are protected from flood and fire, among other disasters. You can easily and quickly trace documents and track them using various criteria. Document tracking capabilities reduce document loss or misfiling.
Why not have systems that will help easy filing, safe storage, and quick retrieval of documents? A document management system from a reputable vendor like HGI Software will give you excellent management solutions and keep off the trauma that you go through when doing physical documentation.