Document Management – And What That Means in Practical Terms

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From a purchases orders to sales invoices, each and every major activity in an organization or a company is paper intensive. Not only it would mean increased printing and paper costs but also decreased the efficiency of the employees in the organization. Document management systems have proved to be the only effective solution to this problem. In the initial stages, such system had their functionality limited to only storage and retrieval of the documents in an organization, but now it has helped in automation of many activities like sharing, accepting or rejecting a document.

One of the major things which has resulted in the success of the systems is its versatility, as no matter in which industry the business is in, such a system always come in handy. To understand what such a system means in practical terms and how it can help you out first, we would have to look at the problem which it solves.

Paperless world

Contracts, official communication between departments, appraisal letters, invoices, purchase orders and accounting information, all these documents are printed on paper. Not only these papers have to be stored, but also made readily retrievable. Thus, they are stored either in an alphabetical or chronological order. Not only this has destroyed the environment but takes time of the employees for non-productive purposes.

What the system does

A DMS (Document Management System) can be the answer to all of the above problems. Through the scanning systems, the copies of all the documents can be uploaded to the software. Scanning the documents removes the need of photocopying them. We observe that many times documents are misplaced, but DMS reduces the possibility of human error. It tackles the shortcomings of as documents are accessible anywhere, anytime by your PC, smartphones or tablets.

Innumerable features

To understand the functionality of DMS, understanding its features becomes of prime importance. You can easily share the documents even with someone who is not on the document management system. These files are usually password-protected and can be safely shared. Within an organization, the access to view and edit the files can be restricted to a particular category of the employees.

The workflow can be automated with fast sharing across the departments. Usually, the staff would carry the official communication in printed form, get the acceptance or views and had to carry it again. But documents like appraisals, leave information etc. can be sent to their superiors or juniors and document can be approved, rejected or sent for review. This result in effective communication, better processing, and lesser cost. This especially turns out to be useful to get approval for suppliers and orders and make such verification easier Searching a simple keyword in the system could get you the file which you are looking for, and save the employee’s time.

As you will observe that all such features not only help large organizations but might also increase the productivity in medium to small entities. Thus, the systems have turned to be flexible with their pricing and functionalities to accommodate different clients.

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