Switching to Document Management System in 2022 - A Comprehensive Guide

Think of an old overflowing filing cabinet. Oh, dear! Are you breaking into a sweat already? Now think, what if we can automate this filing cabinet, eliminate all of that paper waste, and all you need to do is keep a track of it? Sounds good? Well, that’s essentially what an efficient document management system does.

So, what does file management system essentially entail? How can you get a document management system that suits your business needs the best? Find the answers to these questions and more in our elaborate buyer’s guide to document management systems in 2022.

What is a Document Management System?

Simply put, a document management system or DMS is an automated software that helps businesses organize, secure, store, capture, digitize and tag business files. Several file management systems like DocsVault have moved beyond basic functionality to include a host of additional features for a seamless workflow.

Now, let’s find out how a document management system works.

How Does a Document Management System Work?

Essentially, a records management system should capture, store and distribute documents.

1. Capture documents from the source.

Uploading files and documents from variable sources should be effortless in a document management system. Also, the DMS should be able to index or classify documents to find them easily later. DocsVault has an in-built scanner to help you upload paper documents with ease. The indexing features allow you to save documents the way you want and then grant access to the required individuals and teams.

2. Central Document Storage

Through a central repository, documents that come from all over the place can be retained safely. Today, a vast majority of employees work remotely. A central repository enables them to access documents effortlessly. While providing this facility, an efficient document management system does not compromise security. DocsVault has two-factor authentication and access control. Through the version control feature, you can see the different revisions made in the documents in a logical and chronological order.

3. Document Retrieval and Distribution

It is crucial to ensure that you can utilize and share your documents over a file management system. The indexing feature in DocsVault lets you search for files quickly through an easy to use search engine. You can also send the file to various team members or departments for collaboration.

Moreover, a records management system also helps you automate processes and workflows. This cuts down the time on repetitive tasks, boosts efficiency and also reduces operational costs.

Since we have discussed what a document management system is and how it works, let us discuss what you need to consider before finalizing your purchase of a document management system for your business.

What Should You Consider While Purchasing a Document Management System?

1. Effective Security Features

One of the most critical features of a document management system is keeping your files sound. Hackers are constantly on the lookout to exploit loopholes, and the senior management needs to be on constant alert to prevent mishaps. A file management system can ensure security in three ways –

• Access Control – The software should let you specify the users who can read, edit and delete information from files.
• Two-Factor Authentication – It is vital for a records management system to have two-factor authentication as hackers would then need to cross not just one but two walls of defence.
• Version History – By having easy access to version documents, you can see the changes made by the employees in chronological order. It makes it effortless to track the activities in your organization.

2. System Integration

A file management system is like that piece of a puzzle without which your business would be unable to run at peak performance. Yet, it needs to sit well with all the other pieces. A reliable document management system easily integrates into the existing systems.

3. Understand Your Business Needs

Every enterprise has its definition of success. It can be attaining a minimum quantum of customers every day, reaching a specific financial landmark or anything else. Once you understand the needs of your business, you would be able to prioritize the features that you need in a DMS. Have a brainstorming session with your team to comprehend the opportunities, constraints and threats. There needs to be documentation of aspects like who will use the software and what file type people will manage.

4. A Simple User Interface

Not everyone in your company might be tech-savvy. If you introduce new applications with complicated designs, you would need to spend on training. Further, any additional preparation to use the file management system will incur more expenditure. So, opt for a records management system that offers a clean user interface to minimize resources spent on training and allow easy navigation for employees.

DocsVault has all of these features and more to ensure that your journey towards a paperless office is as easy as it can be. A document management system can immensely benefit your business besides eliminating paper.

Why Does Your Business Need a Document Management System?

Commercial costs are continually rising, and so is the expense of storing paper documents. By transferring them to a central repository, not only are you eliminating the costs but are also providing central access in a bulletproof way. Your employees would no longer need to come to the office to work on the documents once you switch to a paperless office. Fortify your organization’s critical data with the right document management system. Skyrocket your productivity and ensure that your business stays competitive and profitable.

Latika S has worked in the field of document management for over 15 years. She has been involved in successfully deploying Docsvault at hundreds of organizations across the globe. In her free time, Latika likes to paint and play guitar.