What is Document Management System & Why do You Need One?

February 18, 2019 Tom Clark | Comments Off

A document management system is software that allows you to store and create documents digitally. Now days most of the documents managed are related to businesses.

What are document management systems capable of?

Let’s go deeper! Well, to put it simply Document management system (DMS) are designed to make documents related tasks faster, convenient and more efficient. Let’s dig a bit more deeper, to see what a document management system can do for  any organization:

Heavy Loads of work get lighter:

Well, hard copy paper was a great invention in itself compared to slate, rock and drawing on stone walls. Paper was a big stride ahead. However, even the paper became a big burden for businesses and organizations needed to store and process large amounts of stored information. Stacked paper and lost documentation became a huge setback in many industries. Scanning technology for the documents was invented in the year 1957 and it came into play during the 80’s when a bunch of software engineers created the first document management system by utilizing the scanning technology. The first task was achieved, you could scan hundreds, thousands, and even more documents in the ability to reach digitized documentation. For most of the organizations this could save a lot of hassle and now people don’t have to search in document rooms and never would require the need to go through the filing cabinets, this made finding documents easy using a laptop or computer and more recently even mobile phones can be used.

Production of secure documentation:

Hard copy documentation is never an easy task to store. It’s difficult to search and easy to lose and keeping the hard copies is also difficult and expensive. Storing down hard copies in storage rooms iss not something organizations could afford or were looking for. Most of the businesses were utilizing filing cabinets and/or cramped storerooms, and due to these sophisticated processes it was becoming difficult for the organizations.

During the 80’s the document management system had been introduced to the commercial scene. Companies started purchasing new solutions and old filing cabinets was a thing of the past now, storage rooms were being cleared out and were used for useful purposes. Some organizations who had purchased the document management systems were still required to store the hard copy of the data as per the industry regulations, as a matter of fact, for these companies the documentation was already secured and available for use in digital space as well as physical space hance, making it convenient for the organizations.

Routing the documents:

If you think the process of storing the hard copy is difficult then routing the documents to other parts of the organization is way difficult. Imagine being the incharge of transferring official documents from one part of organization to the other. You can easily create an image in your mind that how transferring these documents can become a nightmare and requires dedicated employees spending their time for the same. Even with the email technology, sometimes the documents tend to get lost in email folders and are never retrieved.

However, with the help of document management system, routing happens in fraction of time compared to physical or email routing requests and also ensuring the safety of the documents.

Tracking the lost ones:

Along with routing the hard copy documentation, there was also a problem in tracking the documentations. There are numerous situations like these that made it simple to forget about archives or overlook how a record fits into a business procedure. One archive is fairly simple to remember yet hundreds, thousands or countless records are another dimension of unpredictability that requires extra administration instruments. One of the principle reasons record the executives systems were produced was to course archives rapidly and effectively. It’s normal amid the directing and endorsement procedures of documentation that extra alter will wind up vital. Hence, many document the executives systems additionally incorporate following and time-stamp innovation into their answers with the goal that following documentation winds up basic.

Discover the Needle in the Filing Cabinet:

Before, seeking out a document among thousands involved finding the correct file organizer, the correct cabinet, or in the later past, the correct email. Indeed, even with email, finding an archive took a ton of time and wasn’t constantly anchor. Enter document the executives systems. Most archive management systems are worked with first class look innovation so organizations and associations don’t need to dawdle and cash chasing for essential documentation. Notwithstanding for organizations with a large number of workers and a great many archives, the correct record management system will give successful computerized document coordinators that enable clients to find one record (among millions) in merely seconds.

Cloud-based Document Management Systems:

In the most recent decade, it has turned out to be prominent to allude to systems housed on the Internet as “cloud based.” Since most programming systems are less available and less advantageous to utilize when they are not cloud based, it would bode well that most record the executives programming systems would move to the cloud and this is in reality the pattern. Obviously, numerous organizations and associations have concerns (the vast majority of them security-related) encompassing the administration of their very important substance on the web. Be that as it may, according to most arrangements, need is the mother of innovation and there are as of now numerous feasible secure and cloud-based document management system arrangements accessible.