Internet is filled with a lot of articles depicting how the workflow of an organization can be maintained to gain the desired productivity. Generally, the topics of the articles are about employee management, or wealth management and so on, but nobody understands that if an employee is spending seven to eight hours per day working with a laptop or PC, then there can be some problem too.
A study has confirmed that more than 20% of the company’s productivity gets hampered by the non-maintained and non-organised organizational structure and process.
Document management is one major part of the organizational structures and process; if one employee has to search through a full cabinet to look for one file, then there’s definitely a problem with the maintenance of the company’s system.
To overcome these types of backlogs, the concept of document control has emerged. However, it is not limited to the storing of digitized documents in the server; it has gone beyond this as cloud computing has grabbed the whole workplace system.
Cloud-baseddocument management softwarehas been considered the best for any organization no matter from which industries they belong to. As this software comes with many useful tools along with it, so, not only saving the data, the tools will help you to maintain the pace of your workflow. With this importance, Filecenter DMS a leading file management company has created some essential tools for organizations.
The DMS can capture real-time data like any e-mails, any reports which are system generated, or any application generated results. Even it can run any report on behalf of any human.
As this type of DMS has several advantages and features, here in this article, seven of the major advantages will be discussed.
1. All Documents are in one place
An organization can have multiple departments. Previously all the documents used to be stored in large cabinets or drawers and to find a document it was a daunting task, but no need to worry when digital cabinet aka DMS is there because all the documents are now getting stored in one place so finding a document has never been easier.
Now many companies have already implemented some document control technique where all the files are being saved in a shared location. Still, it is hard to maintain as files can be stored according to many factors like size, date, name, permission, etc. It is hard to remember a particular date to find a file. That’s why the cloud storage acts as a repository to save all documents in a single manner to save time and energy. I suggest you to read this article and get effective ideas about how it does works.
2. Anywhere access
There are two types of DMS available in the market now; the first one is Self-hosted or on-premise, DMS and the second one is cloud-based DMS. In the case of the first one, the documents get saved in the server of the organization so nobody can get access to the files if he/she is outside the office premises.
However, as the world is being more and more digital in each passing day, so it is possible that one company can have multiple branches in other states as well. Even it is possible that many employees have to visit a client’s office or any working site to complete a work. So they might need to get access to some documents to continue their work, there’s come the cloud-based documents management software or filecenter software to rescue. As the whole process of saving and retrieving the documents are being done online, and then any authorized person can get his/her hands on the documents using any device that has an active internet connection.
3. Searching and Sharing made easy
The main purpose of the DMS is to make the work easier for everybody. In order to do the same, it maintains some work procedure. So, it is necessary to know how the DMS works to understand the above-mentioned point.
First, all the paper documents needed to be scanned for the digitization of the documents. DMS captures all these digitized documents as well as the software generated reports and e-mails.
Second, a sorting process needed to be performed to make the searching easier. There are many smart scanning software available to make the sorting easier, else the ERP solution providers are reliable in case of sorting. Some easy keywords are used to complete the indexing process. To make the searching more manageable, the DMS allows the keyword searching. Even plain text or phrases can be used to search for a file.
Thirdly, after the sorting is done, the DMS saves the documents in the cloud and is ready to be retrieved.
Now, if any documents needed to be shared, it can be done quickly by sending an e-mail or any other file transferring procedure can be used.
A tip: Make sure that the service provider you are dealing with is trustworthy enough, and while sharing or distributing the files, the documents should be encrypted.
4. Disaster can’t harm digital records
As many measurements have been taken to prevent any natural calamities, still there’s nothing one can do with wet paper documents or damaged documents that have been caught fire.
In a cloud-based environment, it is easy to retrieve any documents even after a disaster as the cloud will be responsible for regularly backing up your data.
5. Easy monitoring
It makes the monitoring easy because sitting at your desk; you will be able to watch which employee is accessing which files. Not everyone requires seeing other department’s files; it is not possible to see which employee is getting hands-on which paper documents, but with the help of cloud-based DMS, it is possible.
Even you will be authorized to tag anyone to assign any work, and when the job is done, the assigned employee can notify you to let you know.
6. Click to preview feature
As I said earlier that DMS comes with many tools to make your work simpler. You might not require opening each document to get a view. You can just have a preview of the document by clicking, and you can get a brief overview of that document.
7. Great security
Not only monitoring the employees’ work process, but the cloud-based DMS also allows to password protect anything from the folder level. As data breach is increasing, this will allow you to secure your documents with various security protocols.
Not only the ways mentioned above, but the cloud-based DMS can also ease your work by other many ways. Running a report to reminding you of any unpaid or due bills it can do wonders. Even if several users are modifying any files on several times, the cloud-based DMS will be able to show each version, so to find the correct version it won’t be a problem. There are some certain things that you have to maintain while working with a DMS; those are:
- Everybody in an organization should maintain the same file naming convention.
- The passwords needed to be changed regularly. An easily guessable password will not do any good, so strong passwords have to be used.
- If the DMS needs to be updated to its latest version, it should be done ASAP. Many new features get attached to every latest update, so to enjoy those features updating the software is a must.
Futurists are predicting that cloud computing is here to stay, and it would bring many more features. So implementing a cloud-based environment at your workplace will make you one step closer to good productivity, which eventually will lead you to success. It is advisable to implement one sophisticated and straightforward structure to make it easier for the employees to work with. The choice will be yours if you want to go with private or public cloud, as both are having the same features, but the privacy protocol is different at some stage. To enjoy, both the features of private and public cloud, there’s another environment called the hybrid cloud. Talk to an expert vendor and implement only that environment which suits all your needs and can integrate itself fully with your system to ease your work-process.