The benefits of document management system software as discussed in this article, aim at enlightening users more on the need to manage their documents. Documents are essential part of any organization, be it electronic or paper. Cloud document management system helps to store, organise and retrieve all digital files of a company. The importance of this review cannot be over emphasized.
Here are some benefits of document management system software in this technologically advancing generation.
Better Storage Capacity
If you use a huge storage space to store voluminous printed documents in cabinets or in a store, here is an alternative. Document management system uses database which can save huge amount of digital files online. You don’t necessarily need to print documents to keep anymore unless you really have to. You can scan paper documents and save them in the management system. Moreover, documents don’t have to be kept on the systems memory as some management systems come with packages that allows you create documents with them.
Easy Retrieval of Documents
Documents stored in the management software can easily be retrieved just by searching up the name of required documents. In mere seconds, the required data will be retrieved from the database unlike keeping papers in cabinets or stores. It takes several minutes to hours searching for a file except if properly arrange in catalogue form. However, the Document Management System has saved users lots of stress in this regard.
Folderit DMS gives you the power of metadata to associate generic file names with other documents and keywords.
The cost of buying cabinets, creating a store room, buying papers, files and other storage facilities will be reduced. As printed documents are first typed on a computer before printing, it is important to note that the document can easily be saved online without printing. Considering an organization that actively print documents to keep for reference purpose, you tend to spend more buying papers and ink. With document management system, the cost of keeping documents is very minimal to what will be spent on papers, replacing bad cartridge, and others. Learn more how SaaS DMS saves you costs.
With document management system, you can easily multitask when you have lots of work to do. Especially when you treat so many mails in a day with documents in the mails. Instead of downloading the documents in the mails one after the other, some systems are likely to limit that. There are some management systems that allows you to open documents in a mail without downloading and make chances as well as save the document in the system. Such document can easily be recalled at anytime.
The security of a document cannot be compromised when using the document management system. Users are often scared of exposing important documents of the company. In some document management systems, you can specify those eligible to access such documents and be rest assured your information will be restricted within the set members.
To secure our clients’ data, Folderit DMS useses SSL and 256-bit AES Encryption, the strongest in the industry.
Learn more about document management software security!
Easy Allocation of Work
Most document management systems allow user to share documents amongst other users thus enabling them work simultaneously on the document. A task can be shared among other members via link where every activity carried out on the document will be automatically updated and the owner can even decide to stop further activities on the document. Some functions can be set to such documents like “can edit”, “can view” or “can comment”. This defines the operation a second user can carry out on that document.
An amazing benefit of document management system is its accessibility. No matter what happens to your device (stolen or broken or just inaccessible), a DMS can be accessed on any Internet enabled device. Some requires a software while others through web interface. All you need is your login details and then all your files will be as you left them. You don’t even have to save documents on some management systems as saving is done automatically.
However, there are still other amazing benefits of document management system which makes it an essential software for managing businesses. It is important to note that to operate a document management system, you need Internet access. Without Internet, your files will not be stored. Nonetheless, it is an amazing tool for easy job activity and it is cheaper than paper documentation. With these benefits of document management system, you should be able to make the right choice for your businesses.