It is a big myth that Document Management Systems are only for big and paperwork intensive entities. Such online systems help to make the storing and retrieval of the files much easier. Many experts suggest that such systems have become a necessity and an inseparable part of business organizations. Such systems have minimized the possibility of human errors and have improved the response time within the organizations. With increasing social and environmental awareness in businesses, paperless operations have become something to boast about. If you want to make sure whether such Document Management Systems are needed in your organization or not, make sure you read the 5 pointers below.
When paper eats all your space
When you enter the office, if you see files, papers and cabinets everywhere, you know that it is time to shift to a Document Management System. In many firms, especially paper-intensive firms such as legal or accounting firms, the documents, reports, and contracts, and their copies fill much of the office space. Many times, such companies have to allot a special room or move the documents to off-site storage. This increases the spatial constraints in the building. Scanning the documents and storing terabytes of files in a small device proves to be much more useful.
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Redundancy and Repetition
Some important contracts and applications have to be shared with multiple employees, and to keep the information safe; employees usually make multiple copies of such documents. If you find your cabinets full of redundant information, go ahead and subscribe to a DMS system soon. The copies of all the documents are stored online, so you don’t have to worry about misplacing them. These documents can be easily shared with people in and outside the system.
Never find it at the right time
Many companies lost prospective clients because of silly human errors. In the midst of the different responsibilities on the job, people usually misplace important documents. Such documents could have been important contracts or customer-related documents. Employees waste a lot of their time just looking for such documents. Business entities with Document Management Systems scan the documents as soon as they get hold of them and upload them easily on the system. These documents become easily retrievable, removing any chance of human error.
Within the organization
Different departments and employees have to engage in official communication like applications and reports, and reviewing them might take a lot of time. Through a DMS, you can easily share documents, and the viewer can take action on them. For example, a subordinate can send a leave application through DMS, and the boss can accept or reject it on the system itself.
Customer satisfaction is given prime importance in today’s period. If the customers ask for copies of the invoices, contracts, etc., it could take forever for a company to respond to such a demand. In case there is no Document Management System, the employee might take a lot of time in catering to the customer requests. However, a DMS can do the job in a matter of seconds. The password-protected file can be shared over E-mail, which would be totally secure.