Running a business without a document management solution (DMS) is like finding your way without a map. Businesses that manually handle documents often face challenges that hinder efficiency, productivity, security, and impact growth.
Unorganized documents: When no system is in place, documents tend to be scattered everywhere, making it hard for people to find them. This disorganization consumes time and leads to frustration among employees attempting to locate critical files.
Version control: Managing multiple versions of documents without specialized software can be a challenging task, which can result in a range of problems, including confusion, errors, and potentially severe consequences.
Collaboration roadblocks: Collaborating on projects is difficult without a centralized hub to store and share documents. Tracking changes and ensuring everyone works on the same document version becomes hard. It slows down teamwork and leads to errors.
Audit Trail Gaps: Tracking document changes is challenging in Manual Document Management, leading to compliance and legal issues.
Increased Costs: Manual document handling is expensive, consumes valuable labor hours, requires storage space, and demands additional resources, increasing operational costs.
Reduced Productivity: Productivity decreases when employees filter through disorganized documents and struggle with version control problems.
Increased Security Risks: Manual document management increases the risk of data breaches.
Poor Customer Service: Delays in document delivery or errors in document handling can lead to dissatisfied customers.
Efficient document management is key to staying competitive. DMS, or document management system, is a software application that organizes and stores your documents easily. Document management systems (DMS) are like having a personal assistant for your files. Implementing a Document Management System eliminates the need to search through physical or digital files.
Here are some of the benefits of using DMS
- Organized: Organize your documents by type, project, or any other criteria, which makes it easy to find the documents.
- Secure storage: Secure your documents from unauthorized access, comply with regulations, and protect sensitive information.
- Automated document workflows: Automating document workflows, such as the approval process for a new policy document, can save time and improve efficiency.
It is essential to consider the various factors before choosing a DMS to suit your operational needs.
Define business needs for a DMS
Most Document Management Systems (DMS) function similarly; they store electronic documents and provide access to view or download. Before incorporating a new DMS into your business, consider your business requirements, such as the type of documents you handle, store, and communicate with clients.
List down your business requirements and applications you use regularly. Work on the feature you need in a DMS to manage your electronic documents.
Ease of use
Ensure the DMS is user-friendly so your employees adapt to the application quickly and start working. So, review the DMS before adopting it into your business.
Integration with external systems
The Document Management System should integrate flawlessly with your business’s current software systems. It should also integrate efficiently with Microsoft Outlook for filing emails and cloud services to retrieve your documents.
Sharing and collaboration
A Document Management System (DMS) should allow users to work on the same document simultaneously and enable sending the same document to external parties/clients. A DMS that provides appropriate sharing and collaboration tools can help improve business efficiency. For instance, SutiDMS offers the tools to share documents with clients securely. View all the changes in an audit tool.
It’s important to consider the level of customization a DMS can offer to meet your specific needs. The automation level you need depends on your business workflow and requirements.
It is essential to ensure that your internal IT infrastructure and your DMS provider have robust security protocols to protect against cyber-attacks and prevent unauthorized access to your data.