Document Management as necessary as it is essential, has always been a source of problems for companies: where is that unpaid bill from two years ago? ?… We could continue like this throughout the article and a few more. It seemed that with scanning, all this problem would disappear, and maybe it is, but it is not enough to scan the document; a document management system is needed to organize and manage the enormous amount of documents that are generated in any business.
What Are The Advantages Of a Having A Document Management System?
- Facilitates control and access to information
A document manager enables the creation, storage, management, indexing, protection, and retrieval of digital documents. This, in turn, facilitates the flow of information between the entire organization, especially the most critical ones, so that different departments can perform their tasks efficiently. Also, documents can be viewed anytime, anywhere.
A good document management system guarantees the security of documents against theft, fire, loss of the document. In the system, you can define different user profiles with permissions to access more or less restricted information, which also ensures the confidentiality of critics or sensitive information.
- SAVE TIME AND MONEY
Although the company must make an initial investment in the system, it quickly pays for itself through the expense of manual management. In addition, the immediacy of access to information allows you to streamline tasks, increasing productivity.
Tips For Choosing The Most Suitable Document Management System
To choose the most appropriate system, we must first define exactly what we need, that is, how many people are going to access it, what type of information the company generates and manages, and whether it is sensitive or not … Once we have defined what we need, the program must be:
- Easy to use. It must have enough functionality to perform the tasks that the business requires, but at the same time, it must be easy for employees to use. That is, it must facilitate their daily life, not complicate it.
- Centralized All documents must be integrated into a single system, allowing for quick filing, filing, and access.
- Scalability The program must be able to integrate functionalities in the face of new needs or the growth of the company.
- Coaching. The company that provides or implements the system must offer information and/or support to employees so that they make the most of all the options of the system, use it correctly and reduce the learning curve.
A document management system eliminates our problems of excessive paperwork, lost documents, and outdated and incorrect information. Another advantage of digital transformation!
Defined Document Management
Document management is a system or a process used to capture track. And store electronic documents such as PDF files, word processing files. And digital images of paper content.
Document management can save you time and money. Provides document security, access control, centralized storage, audit trails, and optimized search and retrieval.
Paper storage can require a lot of physical space. A document management platform can integrate disparate documents for better process control, access, and efficiency. It offers advantages in terms of information retrieval, security, governance, and reduced operating costs. Additionally, good case management becomes a legal imperative.
Find out how Turkcell Global Bilgi implemented document capture. By using a solution capable of reading handwriting, forms, and numbers, they reduced operating costs and increased customer satisfaction.
Also Read: Digital Transformation, And For Any Business