Document Management System

Documents are an essential part of any organization. Managing company information and documents from different sources and departments can be a challenge. A proper Document Management System can offer the following benefits to organizations:

Reduced Storage Space

A software-based Document Management Solution can reduce printing and storage needs of documents and hence can lessen the need for drawers, files, cabinets, storage boxes etc. Also, the installation for various types of hardware for storage purposes is costly as the costs of commercial property is increasing so the storage of documents can prove to be an expensive task. A proper DMS can reduce all these costs as it saves precious office space.

Increased Security:

Document security is vital to any organization. A Document Managed System helps in the management and security of sensitive documents. The documents can be controlled at the folder level for different individuals or different groups and departments. Different levels of access can be given to different groups or individuals according to the hierarchy of the company.

Moreover, DMS leaves an audit trail and record of the people viewing the documents, time of view, any modifications etc

Easy Retrieval:

Searching and retrieval for documents can be a very time and labor consuming process, particularly in large organizations. PCW published the following stats related to costs of Document Management:

Organizations spend $20 in labor to file a document, $120 in labor to find a misfiled document and $220 in labor to reproduce a lost document.

7.5% of all documents get lost; 3% of the remainder get misfiled.

Professionals spend 5 to 15% of their time reading information, and up to 50% of their time looking for it.

A Document Management Solution can be an efficiency inducing and time-saving tool for any organization. A DMS can retrieve files by word or phrase search in a document. It also gives the opportunity to access the document remotely.

Better Internal Communication:

Use of DMS can enhance the intercommunication of an organization as information sharing and collaborative efforts can be a lot easier. Documents created at different sources/locations can be accessed at multiple locations. Electronic imaging can make the sharing of documents easier. Moreover, DMS can increase the visibility of workflow and help in activity monitoring of different departments of a company. DMS offers a version control feature in which different versions of the same document can be recovered and it can also help when a lot of people are working on the same document and approval and changes need to be authorized.

Backup And Disaster Recovery Mechanisms:

DMS offers a proper fix in case of a disaster or in the event of the requirement of a recovery. As the documents are stored centrally, they cannot be lost, misplaced. Also, as a digital archive is used for backup, documents are protected from fire, flood or other disasters

SI Global Solutions has extensive experience in helping companies implement, support and get results from their Document Management Systems. Contact us to discuss our approach and find how we can aid you in achieving your Document Management goals

I am Noman Said article writer for New technologies