Businesses are always looking for better ways to improve productivity and efficiency, and document management is proving to be a major aspect of gaining a competitive edge. Today, businesses are moving away from keeping documents in large filing cabinets to more efficient, user-friendly, online-based document management systems for greater efficiency. The modern way of document management utilizes software or a computer system for archiving, managing and tracking documents.
Centralized document management
Traditionally, managing documents has been a major problem for most businesses. As documents and paperwork increases, businesses had to invest in larger storage cabinets with some companies putting aside a room for holding papers. To manage documents, businesses had to ensure that the documents are well labeled before archiving. Document management systems (DMS) allow businesses to organize digital files using tags and labels for easy retrieval. With DMS tools, employees can easily upload files with easy-to-use drag-and-drop functions and quickly create documents with available templates.
Improved document accessibility
Accessing documents is a major problem with traditional document archiving methods. Employees spend considerable time trying to locate a file, which can be tedious when the employee has to deal with different customers. Furthermore, with the traditional archiving methods, it is impossible for different employees to work on the same file especially when they are on a different location. However, with the DMS, all employees with access rights can view and even edit the same file at the same time. Furthermore, using the set tags and parameters, document retrieval is instant allowing employees to serve more customers. DMS also allows remote access enabling employees to access data from any location with handheld devices.
Improved data security
Business documents should always be protected as they contain sensitive data for the company and employee. Most DMS tools use role-based access to manage access to specific documents. The manager has the right to allow and deny access making it easy to manage what employees can do and cannot do. Furthermore, the manager can be able to view what different employees edited ensuring the integrity of documents and files.
Although DMS helps to improve document management, increase security, boost regulatory compliance, expedite file retrieval and improve collaboration, there is a need to monitor the input of every employee closely. Since employees can access data from any location, the business should put measures to ensure secure and safe access to data. Most companies ensure safety by specifying the device that employees should use to access data such as VPN iPod touch device to minimize the likeliness of unauthorized people accessing data.