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7 Advantages of Using a Document Management System

March 14, 2019 | by Berton Warner

Document management systems are time savers and allow for better workplace efficiency. Why do document management systems matter for your office? A DMS will not only assist in creating an information storage system but also provide you and your office the best way to approach handling increasing data loads. As businesses and companies become more and more data focused, a document management system now more than ever is needed to assist your company in the changing technological landscape. DMS will provide you and your office with a better management of workflows through effective organization and robust searching capabilities that reduce downtime and stress. These advantages will provide your office with the competitive edge it needs to perform at its best.

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1. Save Time with a Centralized Repository

Coordinating the needs of your employees, vendors, and executive teams isn’t easy, and you don’t have time to waste switching back and forth between communication channels. Rather than keeping digital documents in separate systems, a cloud-based DMS provides a central repository for all files that can be accessed, viewed, and edited by anyone with access. It doesn’t matter where they are or what device they’re on; an online DMS provides clerical efficiency, unlike any other system.

 

2. Improve Communication with App Integration

Many cloud-based document management platforms integrate easily with third-party applications that your office may already use, such as Microsoft Outlook, QuickBooks, Salesforce, etc. Forget wasting time uploading data to each of your different platforms; your DMS should do it for you. For communication efficiency with other branches, accounting departments, or your own internal sales teams, these integrations are a must-have. Keeping all of your applications in line and in sync with the proper information will help your office prioritize and optimize workflow efficiency better and will reduce unnecessary workload.



3. Support Efficient Document Control

Every cloud-based DMS comes with built-in Role Based Account Controls (RBACs) that let managers limit document access to essential personnel. Aside from adding another layer of security for protecting your sensitive files, this type of authentication can save time by streamlining the document access process. By setting specific authentications for each office role, you can customize platform access based on each user’s need—all from a single dashboard. Essentially, a lower level employee can access the documents he or she may need to complete the project without having to risk any unauthorized access to sensitive information. This protects privacy and security while also allowing employees to find and get what they need efficiently without having to sift through lots of data. Each role will give a certain pathway to the information needed and will minimize error or potential security breaches.

 

4. Protect Your Data without Extensive IT Investments

7AdvantagesData security is important for any office, and a cloud-based DMS makes protecting your files easier than ever. With every document being digitally backed up, you’ll never have to worry about physical damage to important files or essential documents getting deleted from your servers. Every DMS provides traceable methods for uploading, indexing, and archiving all information—all without the need to bog down your office with extensive IT security protocols

Cloud-based systems of document management are fast becoming the norm. If your office is lagging behind in how you handle your files, take a look at your system and see whether a cloud-based DMS can provide the benefits you need. If you’re sick of spending your limited time on outdated communication and frustrating IT deliberations, you may find that the benefits of a quality DMS are well worth the cost.


5. Reduced Costs

Reducing overhead whenever appropriate is the cornerstone of good business practices. A document management system reduces operating costs by removing physical mediums such as paper, cabinets, folders, staples, and ink. All of these savings occur without compromising workflow efficiency or undermining business innovation. You can meet all your document needs without needing to expend money and resources for physical copies.


6. Beat the Competition with Flexibility

Document management systems are reliable, fast, and time efficient. This translates into productivity that your company will benefit from without having to give up scalability. DMS is inherently scalable as it does not need to rely on space or a certain number of employees in order to function and should your operational needs increase, DMS will do so with ease. This will allow you and your company to allow time and energy to other areas of success. Instead of having to constantly worry about upgrading and updating to fit accommodations and needs of a growing workforce, DMS will adapt with your business as it is inherently fit best for these types of scenarios. Thus, with more employees and more time to invest energy in other areas, your office can continue to foster a competitive work environment that outclasses others in size and capability.  

7. Boost Efficiency, Productivity, and Optimize Office Your Office Ecosystem

7Advantages2As mentioned previously, document management systems increase efficiency and reduce time wasted. Allowing employees to free up time by being able to search an organized repository of documents and not have to sift through mountains of papers will allow them to maximize their manpower. No longer will there be wasted hours looking for documents or finding the right version, now with a simple search the document is ready to go and there can be a better allotment of your employee’s time at work. Looking for the right document or spending time sifting through tons of documents will only hinder your office’s various workflows. Instead of putting time and effort towards a project, that time and effort is wasted on looking for materials to start the project as opposed to finishing it. Productivity can be enhanced and these time-wasting detriments can be combated with a DMS.

 

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Categories: Document Management

Berton Warner

About Berton Warner

With 25 years of IT experience, Berton Warner brings a plethora of experience and knowledge to the table. After 12 years as an IT business owner, he understands the business and technical side of IT. He enjoys the constantly changing, growing and ever expanding IT world and looks forward to new challenges and opportunities.

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