Businesses operate in a competitive, client oriented world and must be able to respond accurately and quickly to future business requirements. There was a time, when everything was documented in books. Over time, these books became sheets of paper stored in folders. And then the folders and documents moved to filing cabinets. Now we have electronic documents and electronic storage.
Document and information management and administration is something that can easily be undervalued. With the increasing number of regulatory laws and business regulations, it is surely important a business of any size, in any sector, offers their employees a structured secure system to manage business documents: a Document Management System (DMS).
The value of a reliable DMS
Companies that implement an electronic document management solution use an organised filing structure to help them manage the storage process. Additional metadata such as project names, purpose of document, date of creation and expiration etc. are all stored in the system and as a result, records and documents are securely stored but easy to locate, access and track.
An organisation with multiple offices locations can share a single system and central point of access to pool company knowledge, provide secure central access to business information and manage the protection of this important business data.
Together with the protection of data, it is also important to protect an employee’s interaction with this data. Document and activity audit trails can offer this additional employee security.
The use of a flexible DMS
A document management system that offers customisation, points of integration, ease of use and a good feature set, can easily be used to provide a DMS solution in many different business sectors. Below are just a few examples of how a DMS can provide much needed business benefits.
Providing a Central Document Repository is important to the healthcare industry sector. From care homes to dental practices, any different type of document may need to be stored, securely protecting patient data but still providing simple and fast access to medical and administrative staff.
Legal practices appreciate the security and availability of documents provided by a DMS. One key feature is that access to the system is strictly controlled and activity logged. These features not only protect documents but also ease burdens of compliance.
The ease at which users can search reduces administrative costs and helps keep fees in check. With thousands of documents to manage features for advanced keyword search and optical character recognition functionality proves highly valuable.
A DMS will provide a high level of security and makes it simple to restrict and permission users to access stored data.
Charitable documents often contain confidential information, so a DMS can allow individual documents not to be opened or copied but still, allow it to be previewed without showing personal or private details.
The ability to standardise documents or create templates helps automate and personalise the creation and distribution of documents present an opportunity to reduce costs.
Why choose a DMS?
Each business will use a DMS in a way that best meets their business and industry needs; the trick is to ensure you select the system that will provide the flexibility your business needs!