To be honest, when working in a professional environment no matter how hard you try, you do end up losing an important file and then waste hours in looking after it. Then you friend or co-worker, tells you in one of the most dismissive tone: "Quit searching for it, you will find it when it decides to show up."
And guess what, the most frustrating and surprising part is they end up right. The moment you stop looking for it, the darn thing will come in front of you lying on a pile of other documents, which you have probably turned upside down while looking for the file.
Now, this is situation you can laugh about if the document isn't a matter of life-death or critically important for the business. What if that one file is so important that your team needs to immediately start working on it, because the project is time-sensitive? What if it is something that can assist a struggling company from an expensive litigation? Or perhaps a government authorized shutdown?
This is where the document management system DMS becomes an absolute necessity.
What Is A Document Management System (DMS)?
Many people are not aware of what a document management system is, so here is a brief intro for it:
"Document management includes the procedures and processes that your business uses as it related to storing, capturing, and securing and saving information on a regular basis, it's a process that can be simplified through the usage of document management software."
Document management systems makes it very easy for corporations to combine digital files and paper into a single hub as business cards, physical documents, scanned and digital formats. File formats that are supported can range from Excel spreadsheets, power point, word document, PDF files, and presentations and so on.
The basic components of document management system are as following:
• Check in/ Check out
• Document storage
• Security and proper access control
• Simultaneous editing coordination
• Version control
• Retrieval and search
• Audit trails
• Classification and indexing
Aside from assisting trees to keep their roots strong and protect the environment from economic and health hazards such as flooding, pollutions and landslides, getting a cloud- based
Aside from helping keep trees upright to protect the environment from health and economic hazards such as pollution, landslides and flooding, employing a cloud-based document management software solution comes with a host of advantages. Here are some of them listed below:
1. Document Repository
Cloud based document management systems work as a central source for all your essential files that can be consequently viewed, changed, accessed and shared with your colleagues. No more wasting hours upon hours of your precious time trying to search through folders to find a single document.
2. Document Security
When your documents are not managed in the correct way, there are chances that the information can go into wrong hands. Sensitive and important documents if fall in the wrong hands can bring damage that cannot be changed. DMS solutions help you in this matter and keep your confidential documents save. In case of flooding or fire, cloud-based DMS ensures that your data is intact and is not erased from the face of this earth.
3. Anytime Anywhere Access
With cloud-based software solutions, you get the liberty to access the files and documents from anywhere and anytime regardless of what kind of devices you use. This is quite handy when you are working on a project with team members who are located somewhere else or working remotely.
4. Incorporation With Third-Party Software
App integration is another nifty ability that erases redundant data input and offers seamless flow of information between dissimilar platforms. Not only does it save effort and time, it also maintains data accuracy and integrity. Some DMS solutions also support email incorporation, giving you the ability to directly sending files and documents to colleagues, partners and customers.
5. Better Organization
With categories, tags, metadata and subcategories to mark your documents and files, they become very easy to locate, organize and retrieve for future use. A search using the appropriate keyword can get results in a matter of seconds.
6. Time And Cost Efficiency
Employee efficiency is time-saver. Business wise, because time saved is money saved. And that is what exactly a document management system offers it saves time along with saving cost.
7. File Sharing
With DMS, users get to collaborate and share documents and files with co-workers, regardless where they are located. They control who they share the documents with and files can be shared through links or published on web or sent as password protected files.
DMS also offers the facility of audit trail, they can keep track of who has accessed and edited the files.