Document management software does exactly what it says on the tin; it manages your documents.
But when you opt for a DMS (Document Management Software) that goes above and beyond just standard file management, you’ll find that it can fulfill a wider range of needs than your company currently has.
Here’s precisely why you need a DMS.
1. Physical Filing Is A Pain
First things first, in the year 2016, should companies really be tasking their employees with hours upon hours worth of physical filing tasks?
Not only is paper filing inefficient in terms of time and organization, it’s also a colossal waste of physical space.
With a DMS, those physical files can be stored securely in digital format, freeing up that cramped filing room for extra office or leisure space.
How it Happens: Watch How a Non-profit Organization Benefits from a DMS
2. Your Data is Sensitive
If your company deals with sensitive data, the act of paper filing becomes more complicated.
Not only do files have to be physically updated and organized, but they also have to be physically guarded. Rooms need to be sealed, cabinets need to have locks, and only certain team members are allowed to handle the keys.
A DMS though, streamlines that security process through features like password protection, secure cloud servers, and role-based user permissions.
How it Happens: Watch how a contract nurse uses DMS to organize her files and drastically reduce clutter.
3. You Struggle to Find Your Files
Even if your company has the time to implement an exquisite filing system, it’s usually a chore and a time-waster to have to leave your desk and physically find a folder or document.
When you finally do find what you’re looking for, you have to check it out, bring it to your desk, and then file it back once again before the end of the day. Talk about a waste of energy and time.
A DMS once again makes that whole process seamless, allowing you to search for files from your desk, preview them, check them out digitally, and then get back to whatever it is you needed to do. It’s that easy.
How it Happens: Watch How an HR Department Benefits From a DMS
4. Your Media Assets Are Unorganized
Documents are one thing, but if your company deals with media assets like photographs and videos, your filing system may already be digital. But that doesn’t mean it’s organized.
By relying on the files and folders of your office’s operating system, your media assets will easily get lost, deleted, needlessly duplicated, or seen by employees who shouldn’t have access to them.
Document management software once again remedies this by providing a structured system that can handle documents, images, videos, and other file formats.
How it Happens: Watch How a Recordkeeping Company Uses a DMS
5. You Need Secure Access to Your Files Outside The Office
The biggest problem with a physical filing system, is that it can’t be accessed from anywhere but the filing room. Similarly, digitally stored media assets can only be accessed from the computers within the office.
But with a document management system, you can access all your data from any computer with an internet connection. Plus, if your DMS has an iOS and Android app, you can view your files from absolutely anywhere in the world, so long as you have your smartphone or tablet handy.
How it Happens: Watch the City of Clovis, New Mexico Go Paperless
Get a DMS That Counts
Not all DMS’ were created equal, so do yourself a favor, and opt for a system that can actually fulfill the five needs listed above. eFileCabinet for example, would do the trick.
If you still aren’t convinced, you should check out, ‘5 Real-Life Situations Where Cloud Document Management Saved the Day’
To learn more about eFileCabinet, check out their website. Plus, stay tuned for more coverage during this eFileCabinet Featured Week.