How Effective is a Document Management System for Businesses ?

This is where document management systems come into the picture.

Here, we discuss how an electronic document management system can help you manage, store and use your documents without compromising security, and without losing work efficiency. We discuss how they are useful for every business and how to choose the best one for your business.

So, read on!

What is a digital document management system?

The digital document management system is software that allows you to store, process, manage, share, access, and edit documents securely and efficiently in a digital format. So, if you are using it, you have 24X7 access to your digital documents, and respond to them (such as bills, invoices, and reimbursement applications, etc), edit them and sign them as and when required from any device of your choice. Further, the digital document management system also offers various levels of access and document operations that allow you to enforce confidentiality and assign access rules for every employee using the system.

So, all in all, it is a central vault for all your documents with a large number of functionalities that facilitate efficient usage of documents and makes your work easy.

Major benefits of using a DMS for Businesses

Easy/Quick Retrieval of Documents

As Document Management Systems can be integrated with the existing systems such as ERP, CRM, Accounting Software, etc, the Search & Retrieval will be much easier. When it comes to retrieval of documents also, it is easier as the DMS is capable of searching text and keywords and listing all documents that contain these text queries or keywords. With a proper system in place, the entire process of submitting, sharing, forwarding, and copying the documents across the company becomes easy and efficient. Your employees don’t have to take out tons of copies for all the project stakeholders just for a meeting and can focus on more important works. You don’t have to worry about the confidentiality of your documents and can easily sign them and process them as and when required. Uploading and retrieving the documents and managing workflows become easier, with you being able to take actions on the go. Further, document revisions and versions can be easily managed.

Reduced Storage Space

Physical documents consume a lot of space for storage and also require proper infrastructure for proper management. However, a DMS allows you to upload and store your documents online, which means you no longer require an entire department dedicated to the management and storage of documents. It also reduces the operational and management overheads significantly.

With a document management system, you can effortlessly manage a central repository of your documents that is extremely secure and is not vulnerable to theft as well. You can set different levels of access for specific operations on the documents and assign them as per the job roles. 

With a digital document management system, you can establish a paperless culture in your organization and bring more value to it. All your staff can enjoy the functionalities of uploading the documents and sharing them across the office in a digital format. They don’t have to spend time drafting letters or applications or finding the latest format for submitting invoices etc. They can just access the document management system and find everything there. Hence, you save time, effort, and resources and bring more value to your organization. All in all, a digital document management system makes all your document-related work efficient and easy. Now that you know all the benefits it offers, invest in a reputed document management system and say goodbyes to the document-handling woes forever!

At ePillars, we offer Document Management Systems that suit your organizations’ specific requirements. If you are looking for DMS in UAE, contact us now.