Document management, or commonly known as Document Management Systems, is the use of a computer system and software to store, manage, and track e-documents and e-images of paper-based details captured via the use of a document scanner. In short, it is the process to store, manage, and track electronic documents used by organizations.
According to ISO 12651-2, a document can be defined as recorded information or object which can be treated as a unit. It might sound complicated; it is quite simply what you have been using to create, distribute, and use for years.Document management systems come in different sizes and scope from small, standalone systems to large scale organizations serving a global audience. There are several document management systems that provide a means to include standard physical document filing practices electronically. Some of them are:
- Storage location
- Version control
- Security and access control
- Audit trails
- Check-in or check-out and document lockdown
There are several businesses and organizations where DMS is used to capture, store, and retrieve both paper and electronic documents. Document Management Systems offers multiple key benefits to any organization. Let’s take a deep dive on some of the advantages of document management systems:
Reduce Storage Space: The costs of commercial property are increasing day by day. It is expensive to store paper documents. Thanks to document management systems, it can reduce the need for file cabinets, boxes, and storage bins. It also keeps the precious office space. Documents that are required to be kept as hard copies can be stored in less expensive locations like a vault or offsite warehouse.
Enhanced security:Document security is highly important for organizations of any size in order to keep confidential data protected. Document management systems offer better control over sensitive documents as well as access to documents can be controlled easily. Managed documents are easily traceable. They can be tagged to allow for automated alerts.
Improved regulatory compliance: Compliance requirements for documents can be challenging. Non-conformance can bring fines, revoked licenses, and criminal liability. Federal and state regulatory regulations mandate strict security as well as privacy. Here, DMS comes into action. It reduces the risk of non-compliance. Records retention schedules can be automated. And, new documents can be classified and stored in an easy and efficient manner.
Easier Retrieval: Searching for and retrieving documents can be hectic and time-consuming. Thanks to Document Management Software, it can be solved. DMS is a powerful and time-saving tool. Depending on the solution implemented, this tool can help in retrieving files by a word or phrase in a document – full-text search. It can also apply index categories to a document or folder. It also provides an opportunity to access documents remotely. Along with a strong internet connection, documents can be accessed from anywhere.
Better collaboration: Document management systems make information sharing and collaboration easier. Documents captured from several sources can be accessed from several locations. Electronic imaging allows sharing documents over a network via email or the internet possible. DMS also offers greater visibility to business processes. It also allows for better workflow monitoring.
With the help of DMS, one can easily use Version Control, which allows for older versions of the same documents to be recovered when required. This aspect is highly important if different parties work on the same document, and there are changes made to the document that was not authorized or meant to happen.
Time is valuable. DMS allows you to save time and increase productivity. It also offers several benefits to you and your business. Take the initiative and try the document management system today.