“Well, we use word processing software and we have created a repository in our central server where we store our files. We have clearly-defined folders and everyone knows where to save their files. It’s simpler and cheaper, really. I don’t think we need an online Document Management System (DMS) for our workplace.”
This is one of the most-heard replies when we pitch our DMS solution to our leads and prospects. So, if you have a shared folder in your central repository which everyone can access. Does that mean that you don’t need an online DMS anymore?
No. An online DMS is much more than a mere folder for storage and retrieval. It’s a business productivity application that lets organizations streamline, automate, and organize their documents and files securely. It comes with a host of benefits:
Complete visibility: Ever had a colleague, intentionally or unintentionally, delete some of your work? Ever had a situation where you forgot to save your document in the right folder?
With a DMS, there is no scope for such mishaps. The system tracks every operation that a document is put through including the employee who’s doing it. Users can pull a complete audit trail of every document to know who’s worked on it and when.
Data portability: As it is an online solution, you can access the application securely from anywhere. Your admin can assign you access privileges so that you always have access to the information you need.
Workflow management: Every document or file has an approval workflow; with a DMS you can define this workflow and ensure that the route is being completely followed.
Secure system: Can you vouch that all your documents are always secure? Document management system offers a secure repository where your data is always kept safe.
So, reasons enough to deploy a DMS? Click on the link to know more. Or leave a comment if you have any questions.