Document management has been around for many years even before Facebook and wireless broadband
Companies have been trying to take the challenge and ensure they use less paper, but they keep hitting the print button. You want to use less paper but your mailbox keeps getting filled with email after email after email.
Take a walk around your business? Is your staff knee deep in piles of paper? Is your storage room overflowing with the smell of printer ink toners, paper clips, and documents? You might want to consider a document management solution.
Five key benefits of Document Management System:
Document management enables increased customer satisfaction so everyone can focus on the customer and solve their problems faster as you have faster access to the information.
Instead of spending hours per week looking for information, you can get those hours back and do more to get the things done that really matter.
Over time, paper and toner and other related supplies can eat away at your budget. With a properly implemented document management solution, you can save money and have more money available for employee raises or whatever else you want.
“Going green” is not only the latest fad but it’s also a genuine way to be a good steward of our earth. Clearly, using less paper means that you are doing your part to be environmentally sensitive.
Instead of wasting time chasing down a signature and ensuring someone in “legal” reviews a document, your document management system can help you automatically route documents right where they need to be.
Here are some of the most important factors to help you make the right decision:
Scanning – Scanning is an essential element in the business and most document management system provide the feature to scan documents. However, some systems take this further by providing the ability to recognize bar codes on the documents, to make it easier to both track and store the document information.
Accessibility – The documents, once stored in the system, can be accessed through not only the machine that was used to store it but also shared across multiple users and multiple devices – especially if the document management system is cloud-based.
Storage – Document management systems store documents conveniently on a server that can be in-house, or, if its a cloud-based system, the data is stored on a cloud server. Compared to manual storage, the servers can store huge numbers of documents, and this has the ability to free up significant amounts of office space which otherwise would have been required for storage. Efficient document management systems not only store documents but through micromanagement, can reduce the required space on the server by keeping track of user activities and archiving data that is not likely to be required in the immediate future.
Filing structure – Document management systems should be flexible in terms of the filing structure to suit the needs of your business. If the structure is too rigid then it may not fit into your working practices and methodologies.
Docusoft has been successful in implementing software solutions that deliver efficiency and productivity to a wide range of clients since 2003. The Docusoft suite of solutions is effective where there is a requirement for structured indexing, where document and process compliance is necessary, and where there is a significant dependence on document handling, processing, and workflow. The Docusoft DMS is a comprehensive solution for managing all documents in a single environment. It includes all the key functions to capture and retrieve any document in any format, store documents securely, provide user access controls, search using both structured and unstructured (OCR) techniques and deliver documents to users using an integrated workflow.