Initially, only larger enterprises switched to electronic document management and storage systems. However, with DMS becoming more commonplace and sophisticated, smaller businesses have started to use electronic document management. Physical storage, such as filing cabinets, is slowly becoming obsolete due to digital document management and storage systems being so much more convenient.
Why Do You Need a Document Management and Storage System?
If you still decide whether your business needs an electronic DMS, begin by discerning your weekly paperwork requirements. Many companies ultimately decided to switch to DMS because they received paperwork (forms, invoices, receipts, customer information, emails, employee records, etc.) physically and digitally. Organizing all of these documents requires effort. The hard copies are supposed to be organized manually into folders stored in filing cabinets. This can take a lot of effort and time. Digital documents, while accessible to search for compared to physical documents, can also be problematic because they are spread throughout various locations.
Some are in your email inbox, others in an online storage platform such as Dropbox or Google Docs, while some may be on your computer. This careless, non-organization of electronic documents poses a security threat. If your company’s information is in many different places, most are not secure, protected, or encrypted. It can make your data susceptible to theft or leaks.
Main Features of Document Management and Storage Systems
Generally, a Document Management and Storage System provides your documents with a complete filing system, including storage space and security. Some document management and storage systems also have a scanning capability, which utilizes Optical Character Recognition (OCR) to create electronic, searchable forms of a physical document. While it may take a little bit of time to digitize all of the old paper documents, it is worth it as you will save more than enough time by not manually digging through cabinets. Some other key features that are included in most document management and storage systems are as follows:
File Organization
How is it possible for software to help you seamlessly make a switch from a physical storage system to an electronic one? It allows you to create a file hierarchy replicating the physical filing system. Electronic document management and storage systems let you organize your documents into digital files and folders and reconstruct your old physical filing system into a digital arrangement.
Text Search
One of the significant benefits of going paperless and buying a document management system is looking for a file just by typing in the name of the file. With a text-based search option, the solution will go through the text of every file in your system to quickly locate the document you are searching for.
Multiple Users
The sole purpose of document management and storage systems is not just file storage. A good solution will allow you to work together on documents and files across your organization. Various users will be permitted to access, edit, and share files.
Remote Access
Most software options will create a backup of your documents and files in the cloud so that you can access them anywhere, even outside the office premises. Some document management and storage systems also have a mobile app that expands your files’ accessibility beyond computers to tablets and smartphones.
Built-In Compliance
While many open-source choices are available for DMS software, a significant reason you should go for a paid solution for your business is that they are designed with government compliance kept in mind.
Conclusion
These features represent only a tiny fraction of the essential functions a document management and storage solution can provide. Other things to look for are file versioning, encryption, audit trails, security aspects, disaster recovery, redundant storage, file retention automation, user-based access permissions, and substantial storage space.
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