Have you gone through the pain and frustration of trying to find and manage the documents in the office? Managing documents is a really time consuming process, generally where documents are kept subject/ case wise or alphabetically. Even such a well-managed system would ultimately have human errors and retrieving and depositing such documents could be time consuming and painful. Many surveys have suggested that much of the time of employees is wasted in finding the documents and the resources already present in the office. You might think that it should not be such a big problem, but a large amount of workforce even if spends a little time in finding these documents it results in much wastage of money in terms of productivity.
The time spent for searching and depositing the documents back could be better utilized in doing the core function for which the employee was selected for, which would increase both the efficiency and effectiveness resulting in increased productivity. This inference can only be taken out if the managers value the employees time in monetary form. Also in the physical for it is quite easy to manipulate the files and documents. All these are the loopholes of the orthodox way of keeping files, but now some forward-looking organisations, to save not only hours of time but also money have adopted Document Managing Services.
A central database is constructed by a Database Management system, which stores the electronic images of the paper files by scanning it. The system can save it in multiple formats ranging from document-based formats to image based. Written documented communication makes the communication system much more complex, thus can be replaced by this. There are innumerable advantages of this over the traditional methods.
Regulatory compliance: is one such benefit. DMS provides audit trails, recovery of documents, password and security control, systematized storage and retrieval which makes sure no data is lost or tampered and perfectly backs the validity of the claims of the organization. It is a good evidence system for governmental regulations and are widely accepted.
Easier Retrieval of Data: The data can be retrieved by the efficient searches which are made inside DMS and you can get correct results sitting in your chair, that too within a jiffy. Also these files are much easier to access, on the other hand paper documents have to be looked for in different places, which takes time.
Security and Savings: The access towards a particular file or folder can be restricted, even inside the same organisation with password protecting the files and sharing the password in controlled manner. A document can be made read only, and the editing can be restricted to certain individuals. Unlike paper documents which can be taken away and manipulated easily. The DMS does not only save your time but also the cost of storage and retrieval.
Environment friendly: DMS is a software and hence does not demand any additional paper consumption. It makes copies in the software itself and discourages paper documentation, thus is a big step towards saving environment.
Back-Ups: A DMS has many back-up so even if the files are corrupted or deleted innocently, it can easily be recovered by the options provided in the software. There is no chance of documents or images getting lost and with a full text search mechanism it is extremely easy to find a file. On the extreme end, physical documents may get burnt, torn, wet or destroyed very easily and replicating them could be a challenge.
Special Assistance: Some data and document intensive firms like corporate law firms, hospitals etc. are especially benefited as there are multiple documents which have to be maintained. For example in corporate law firms, the details of the cases and depositions are to be stored, many firms now scan the documents to keep a more reliable and fast retrieval system through Document Management Services.
Better Communication: Inter departmental communication, and communication with customers or vendors might include sharing of documents like Invoices, presentations etc. which could be a headache if it was in the physical form. Creating and sharing through DMS becomes extremely easy.
Not only this, all these benefits results in increasing productivity and customer satisfaction, all of this at a nominal price for an organisation.