Just about any enterprise can admit that documentation is an essential factor for their business. However, many are faced with challenges that could impact various factors, such as the efficiency of the business.
So, one might ask, how can a company successfully maintain documentation within the company and eliminate these challenges?
The implementation of a Document Management system allows businesses to capture, save and retrieve documentation both physical and electronic within one system.
- Reduction of storage space
A software based DMS will allow a business to save time, money and space. The reduction in the use of file cabinets, boxes, archiving rooms etc. will allow freeing up office space for a more useful utilisation. This apart from saving the company money also saves valuable time when searching for a specific document. Rather than going through multiple files/ boxes etc. one can search for it through the digital system.
- Data Security
Such a platform will provide security to business data and eliminate any issues with sensitive data or other confidential information. By setting permissions for different users, using encryption keys and other security features that the system provides, the business’ data is much more secure.
Companies around the world mostly make use of the Microsoft Office suite and many DMS offer integration with the Office Suite as well as other systems. This allows the employees to continue working within their comfort zone while utilizing the DMS.
- Search Functions
Most of the time, we spend a lot of time trying to look for a document that was attached to an email, or we forget where this was saved. With the DMS many sophisticated search functions are offered, enabling the user to filter and skim through the documentation easily.
- Improved Collaboration
With a DMS the ability to access content and collaborate is greatly simplified as it provides greater visibility to business processes and can allow for better workflow monitoring. Also, the ability for users to communicate amongst each other within the document itself reduces communication time.
- Increased productivity
Time is very valuable and with a DMS saving time is almost guaranteed which is greatly reflected into increased productivity. This also improves staff morale by efficient documentation retrieval which ultimately results in increased client satisfaction.