The traditional office working has changed dramatically in past few years. Office efficiency has improved because of new technologies such as telecommunications, computers, the Internet, and many others. Many companies today still rely on the paper documents. Approximately, 80% of the business information is stored on paper. When it comes to document management, the things are becoming worse for the management team. They have to handle vast paper documents in order to keep business on track.
The solution called document digitization can be used to overcome the barrier in managing office documents. Digitizing documents have significant benefits for DMS system (Document Management Systems). Offices are implementing paperless work environment so that business can maintain the position in today’s challenging market.
Following are important advantages of moving paper-based office documents to electronic document.
- Strong Backup:
Storing of digital documents is not everything, regular backup is recommended for all the digitized files. This practice helps to produce distinct copies of records and provide a strong backup solution.
Once all data has been digitized, company can create the backup to store it on either a physical server or cloud storage. It ensures that company will not collapse even though documents face any kind of natural disaster.
- Improved Security:
Moving digitized documents to the cloud is safer way. The company can set access permission to each document and folder stored in the cloud. It also helps to keep log of document access history.
- Facilitate Collaboration:
- Less Investment For Archiving:
The need for physical storage room for paper documents is wiped out because of online DMS system. Cloud storage solutions are much cheaper than that of physical storage rooms.
- Better Searching Functionality:
It helps to convert different types of information such as PDF files, scanned papers, JPEG images into searchable data. Once all these data is categorised, it is easy to organise, store and search it online.
- Consistent Content:
For example, digital invoices of company will be filed with same required information as needed like invoice number, date, vendor name, etc.
- Increased Efficiency:
- Better Task Management:
Task management tracks progress and status of overall working of the company.
- Recycling Of Unwanted Documents:
Former employee’s files, expired insurance papers, invoices, policy papers are scanned and stored in separate cloud storage. But company can access recycled documents to keep follow-up of previously done work.
Surely, File Management System has provided additional support for management of digitized documents. Records and files are accessed and managed online. Any type of business can acquire jaw-dropping success by utilising DMS solutions. Strong security, reliability, efficiency has made DMS more viable for working of every organisation.