Why we need Document Management System?

Information, your business depends on it. But can your employees easily locate information they need when they need it? In most companies, documents are stored in a variety of places like –File cabinet store room, on networks, on Individual PC hard drives, CDs and Desk drawers. The people who need to access these documents are often situated in different locations as well.

The answer for an increasing number of businesses – large and small – is a document management system. The best Document management system will help your office go paperless which frees up valuable office space that can be put to better use as workspace for your employees. In addition, document management software makes your office much more environmentally friendly.

What is Document Management System (DMS)?

Document management is an organizational method. More specifically, it is a technology-based means of storing documents. Documents (and sometimes images) are held in a single storage area (repository) that simplifies managing and retrieving the files when necessary. Since organizations have varied needs, systems are often custom designed.

How does it work?

Document management typically begins with the electronic document usually we use a scanner to convert paper (physical) documents into digitized images. Once all files are electronic, it is easier to organize the information. In addition, where possible, all new documents are prepared and saved in a permanent digitized format.

When you need to retrieve a document from the system, you perform a search by entering the document’s name. The request is processed and the information is retrieved. Document management systems include security measures to ensure that only authorized users have access. These measures determine which documents certain people can read, and what actions or modifications they can make.

Benefits of using Document Management System (DMS)

An effective document management system helps by making it easier to file, organize, share, retrieve, and secure information. Employees can also be more productive since they save time searching for business critical information. A good document management system also facilitates collaboration, decision, and the ability to build upon the work of others.

Digital files have functionality which is not possible with paper files. With a document management system in place, multiple people, even those working from home offices or the field, can access and work on files simultaneously. Query reconciliation and resolution is easier, Customer Application Forms or CAF documents can be stored for a long period of time without any damages, and Documents cannot get misplaced or duplicated. A few examples of Customer application forms are-

a. Surveys- Survey data is collected for many purposes, census happens every few years. The data obtained can be digitized easily

b. Questionnaires- Tabulation of data which is obtained through questionnaires is easy now; OMR technology is used, so we can get numerical values

c. Email Forms- Customer royalty cards are given many brand across the country, while feeling up these forms, a box is specified for each letter

d. Registration Applications- Applying to get a service or product is easier now, for each area such as name of the person or his/her address there are boxes specified where individuals need to write in uppercase letters. A bar code is assigned for each application now so it easier to recall data when it is required.

Improved customer service is another significant intangible benefit. Files are at the fingertips of all employees so that customer inquiries can be answered more quickly and effectively. Document Management helps companies and governmental organisations to process data easily, manual data entry is slow and errors can occur while entering data. Duplication is avoided and data can be verified easily. Customer application form management is a service that document management companies provide. Companies can save money in printing and copying expenses and also there is a reduced need for onsite and offsite file storage space.