Document Management System- its necessity and a lot more

Work is becoming more and more technical and multiplication of document records is being witnessed these days because everything needs to be in writing for it to be enforceable, valid and organized. There was a time when offices were smaller and work was simpler. Those days are long past us and now, our work life has become fast paced and stressful.

Considering the fact that many companies now have global business relations, one can imagine the amount of document records that need to be stored properly. Earlier, physical documents were filed in cabinets according to the date or in their alphabetical order. Such document management systems have been replaced by extensive ones where the software allows you to digitalise your office records and store such data in different files on a computer system that can be accessed by all the relevant people working in the office.

Technically, document can be defined as recorded information that can be treated as a unit. Though it might sound little complicated, documents are something that we have been actively using, making and sharing since a very long time. The DMS is a computer system and software that is used to store and manage electronic documents. This includes scanned digital copies as well. Basically, the format of the company with regard to how it organizes its paperwork is referred to as document management.

Document management now has metamorphosed into an autonomous process incorporating a software program using which the documents of an organization can be controlled, managed, stored and properly organized. The DMS software typically has features like document and content capture, workflow, COLD/ERM, output systems and information retrieval systems as well. These processes are employed to keep the documents in an orderly fashion.

As in the present times, businesses have to face and conquer more challenges than ever, there is an increasing need to implement a strong DMS so that the information is organised and it gets easier to extract them smoothly as and when needs are encountered.

Some of the most prominent benefits of document management services are

Cost and time effective

Owners of a business often brainstorm to find ways to cut unnecessary costs but they often fail to account for the cost of paper that is incurred by the company in the long term. Working mostly through the medium of digital documents and storing them using an efficient document management system positively impacts the company because the paper consumption is reduced. Previously, documents had to be physically filed into individual cabinets and this used to take a lot of time to retrieve the information that was requested because the person in charge had to search for them through a heap of documents. With a well-designed document management system in place, it cuts back on the incessant rampage one has to go through to attain the required information. The process is effortless and consumes just few seconds.

High security

The documents, as filed digitally under a document management system, are kept very secure and can only be accessed by someone who has the system password. No technical problems occur because the documents are kept safe and organized. This is one major benefit of using a DMS. In case of paper documents, there is a chance of a document getting lost or stolen. This situation has been put to an end with the use of a document management specialist software program.

When one searches for document systems, many options come up. With the use of the right software, you can choose how to organize your documents. You can either have a fully digitalized document system or have a system where half the documents are paper and the other half are digital. Handling a DMS is not at all complicated as long as you have your basic fundamentals clear. Your aim should be to create a management plan for the documents, implement it, and then follow through.

Before proceeding, there are certain questions that you should ask yourself. Few among them are

• What kind of documents have to be tackled by the document management plan?
• How are they to be organized- date or time wise?
•  What is the manner in which the documents can be shared or reviewed?

The important thing is to have a strong file management practice.Document imaging and archiving documents well is really important. Retrieving documents is easy if the DMS is in place. Making a File Locations List can prove very beneficial as it reminds the user the location of all files and where to store what file. Security of documents is a very important aspect of document management solutions because if they are misplaced, it results in customer dissatisfaction and loss to the business as well which is seldom tolerated. A simple way of avoiding document theft is to share particular information only with the concerned department that is actually involved in relevant activities and needs to know the details included.

When you have answered all basic questions with regard to document management, document storage and retrieval etc., you will know your basic requirements and will be able to formulate a plan for the same. When you implement your plan, ensure that your staffs are on board with the development and are equipped with the knowledge needed to deal with the procedures involved in successfully carrying out the plan starting from document scanning services to its complete management.

Even though the implementation of a document management system requires time, it takes time to get into it as a habit but once things catch on, it is a smooth sail!