In the previous posts in this series, we have been taking a deeper look at Document Management Systems (DMS) and trying to dispel any concerns anyone might have about them. In this post, we’ll be looking at a few tips that help users use it to their advantage and get the best out of the system.
Educate your users; make using the DMS mandatory: When you have spent money in deploying s DMS at your workplace, there is no gaining ROI out of it if your employees don’t use it. There will be some who are apprehensive about using technology or some who disdain it. Ensure that you make the use of the DMS mandatory. Ensure that you educate your employees on how to use the software as it can be something that they’ve never used before.
Make use of all the features: Many document management systems come with multiple features that might seem redundant your organization or your business function. However, you need to understand that there is a reason that the feature exists and try to look at ways to put that feature to use. Again, when you are anyway paying for it, you might as well look at ways to make the best use of it. You can always reduce or increase the number of features you need as most service providers offer different pricing plans with a different number of features.
Security: Some very important aspects of document management are security and data integrity. While the software is secure, there could be mistakes on the user side that could lead to disasters. Anyone who has the right username and password can log in and access important documents. Ensure that your passwords are protected and are known only to those who need to. You can set role-based privileges to limit the number of people who can access important documents.
We’ll see more in the next installment.