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:
The companies do not realise the importance of documents unless they are lost. All form of documents are precious to the company. Once all the documents are digitized, they are stored safely in cloud storage.
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:
All the office documents are extremely sensitive. Security control over paper-based filing system is very difficult. Paper documents have high chances of getting accessed and copied by unauthorized persons.
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:
Internal and external collaboration is improved by implementation of information workflow. It helps employees/managers to identify the status of documents. For example, with document digitization, manager will be knowing the status of file in approval process at any time.
Staff in company either work in office or from the remote locations. They can gain quick access to required office documents. Rather than searching documents in archival system, cloud storage helps to access documents within a fraction of time. It will save great efforts of the document management team in office.
- Less Investment For Archiving:
Paper administration and documentation can be serious issue for company work. The long maintenance of documents is essential for controlled workflow in the company. Handling, retaining and recovering documents can be important when moving to digital documents.
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:
Well, indexed content allows employee to easily find the information without wasting any time. Document management solutions use different techniques to categorise documents.
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:
Maintaining the consistency of documents is not easy. The digitized documents along with DMS solutions help to manage information consistency in online stored documents.
For example, digital invoices of company will be filed with same required information as needed like invoice number, date, vendor name, etc.
- Increased Efficiency:
DMS solution offers great improvement in outcome of company as well as employees. Digital files stored in cloud are easy to access and can be searched quickly. The elusive information can be read or print easily once it is found. This increases the work efficiency and helps to produce best company results in markets.
- Better Task Management:
The digitized information allows task to be assigned to users whenever required. If the task management is good, it will help to design effective pattern for the workflow of the company. This workflow pattern will help to route documents throughout the company.
Task management tracks progress and status of overall working of the company.
- Recycling Of Unwanted Documents:
Some documents may become outdated over a period of time. They are no longer in use in day to day working of company. The DMS system handles this kind of documents by properly storing them on cloud.
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.