What is a document management system (DMS)? Simply stated, a document management system is an automated software solution for organizing, securing, capturing, digitizing, tagging, approving, and completing tasks with your business files.
Although most document management systems store data in the cloud, a DMS is much more than just cloud storage. Because advanced document management systems handle the large amounts of paper flowing into your business for you, you can spend time on the work that you love.
Now that you know what a DMS is, we will discuss the benefits of electronic document management systems.
These benefits and solutions are just some of the reasons organizations are going paperless through document management solutions at unprecedented rates:
The painstaking processes of faxing, searching for information for long periods of time, manually handling documents, forms, and more becomes almost nonexistent. Most customers did not understand the pain of working in a paper-dependent office until they experienced work without it. They realized that paper, in some sense, is what kept manual labor alive—even in the white-collar world.
- Free time:
When it comes to your work, time is as important as your paycheck. Opportunity cost proves this: The more time you spend boggled down by administrative tasks associated with paper such as walking to the fax machine or searching filing cabinets for content, the less you are paid for the expertise defining your role. These tasks detract from your value to your organization no matter how talented you or your employees are.
Convenience isn’t just meant for consumer-driven technology—it also has a strong foothold in small to mid-sized businesses. For instance, cloud-based document management solutions and its mobile app make it possible to access files, collaborate, track, and securely send sensitive content and information from anywhere there is an internet connection.
These are some of the benefits of a document management system. DMS solutions, as enterprise-grade technologies, help retrieve the correct documents, forms, and data very quickly and support regular, automated backup to data centers with multiple points of presence. The breaching of corporate or organizational information is near impossible with a DMS.