The Tangible and Intangible Uses of Document Management System

The process to convert paper archives into the digital format is gaining popularity all over the world. Whether it is a small business or a large one, they all stand to benefit from the numerous advantages offered by it.

The benefits offered are in the form of tangible and intangible. The former ones can be measured in the quantified terms and the intangible ones are hard to measure but are known through the benefits that occur after their implementations.

Let us have a look at the tangible and intangible benefits of employing a document management system. The tangible benefits have been summed up as under:

Reduce reliability on paper:

The digitized storage format offers better options for storage and reduces reliability on paper files.

Improved storage:

The paper files and documents need a lot of space to store them. They require manual indexing and is a time consuming affair. The electronic data, on the other hand, is compact and easy to store in the systems.

Reduce overhead costs:

An organization spends a lot of money and work hours on the maintenance and up- keep of these paper documents. These paper documents are a source of regular expanse for the company. By opting for a digitization of data, the company can save up on the overhead costs like paper, printer and toner etc.

Improved retrieval of documents:

The documents are easier to find in the digital database than in the physical archives and file folders. The documents in the digital database can be easily updated, modified or re-used numerable times. But this is not the case for paper.

Improved efficiency:

The instant access offered by the digital files is helpful in reducing time lag and facilitates prompt service. Being one of the many useful features provided by the database storage system, it scores over the time invested to look for documents in the files and speeds up service.

Instant backup and recovery:

The option provides instant backup option for files and folders. This, in turn, provides easy recovery options in case of a system breakdown.

Now that we have looked at some of the tangible benefits provided by the document management and scanning system, let us go through the intangible benefits as well.

Increased security:

The digital files can be accessed by the authorized people only. As the entire data is stored at a secure location, it is safe from unauthorized access and manipulation.

Adherence to rules:

The digital data is more specific and accurate. It ensures the regulations are strictly adhered or complied to. It is not easy to manipulate and prevents fraud.

Streamlined control:

This also allows for the central control and management of the documentation process of the company.

Facilitates record keeping:

The digital database eases the process of record keeping as it eliminates and reduces manual effort to make and keep those records. These are made on the system and stored in the system to offer quick access.

Backlog scanning and audit:

Perhaps the most important of all, this feature allows the administrators to review the detailed and comprehensive reports on user activity and resource usage. They can track every operation to ensure proper work process and rule out unfair play.

In conclusion, the dms is a useful tool for every business-big or small, to improve productivity, increase efficiency and reduce costs.

I27 total it solutions provide tools that allow you to capture, route, store, manage and analyze your documents in a very secure way.