Document management systems are an essential tool for the modern workplace. Such a system can store, manage, and track electronic documents and images. Even more importantly, they can save any business or organization both time and money. That includes less time and employee resources spent searching for documents because the document management system will allow them to find a document quickly, with just a few clicks of a mouse, and without even leaving the comfort of your office.
1. Improved document handling
It’s pretty hard to lose a file when you have a document management system. All your files are stored electronically and that means fewer lost documents and less time wasted re-creating files. Document management systems allow for easy sharing and that means team members can all access the same document at the same time. It’s like a library, with multiple check-outs. But safeguards so that only one person can make changes to a document at a given time.
2. More time saved
Document management systems will show exactly who made the last changes to a file and the ones before that. That saves time trying to figure out who edited a document. You save time as well because there’s no need to back up old files. Even more time is saved by not having to continually back up obsolete versions of documents as the document management system will do that for you. You can get rid of all those old clunkers of filing cabinets too. That will save you space and money and you can even get rid of that expensive off-site storage and put that money to better use.
Finally, there is time to be saved because there’s less time spent opening a document to discover what’s inside. You can see what’s inside from the outside with document management systems. That means less need for multiple applications and folders and less time spent navigating the information.
3. Improved customer service
With a document management system, you will never lose a file or an e-mail, ever again. That’s important because e-mail correspondence is crucial and with a document management system you are much less likely to lose track of it. Or waste more time trying to find it. The new document management system will also help the organization reduce inconsistencies during document review. And do it faster, with fewer mistakes.
All of this means that staff will have more time to help customers with their requests even faster than ever before. There will be no need to put them on hold, take messages or call them back later, because they will get served promptly and efficiently.
4. Make your work life easier
The whole purpose of any document management system is to make your life easier at work. Document management software is relatively easy to download, install, and set up. There is also a minimal amount of staff training required and most of the office staff can pick up the basics of most document management systems in just a few hours. Then the whole office can get to work right away implementing the new system. There are usually free upgrades and support available for most programs at no additional cost.
Before you know it, your files and e-mails will be better supported and managed, and your life at work will be greatly improved. A document management system is one investment that is guaranteed to return a positive effect to any organization, corporation, or small business owner who is seeking to reduce their paperwork and save both time and money.