Regardless of which industry your business is part of, there are many problems that it might face that involve documents. A document management system can easily resolve these issues as they offer many features that assist in streamlining business processes. However, there are some main features that the system provides that you should take advantage of.
Document management system (DMS) refers to automated software that assists in securing, managing, capturing, digitising, and completing tasks in business files. A DMS can easily store data in the cloud, and they can assist in handling large amounts of paper that are used in your business.
Types of Document Management Systems
A DMS offers businesses with plenty of benefits; however, there are many types of available tools that you can choose from and below are some of the types of DMS out there.
1. Content Management
Content management, also known as web content management, is a system that specializes in creating, rectifying, organizing and sending content to its intended users. Some of the features that this DMS offers include searching, indexing and publishing functionality. It is also mainly used for organizations that focus on publishing content.
2. Workflow Management
The workflow management document management tools mainly focus on automation. They can automate content-based tasks that are repetitive for workers, enabling them to focus on more pressing activities. Manufacturing companies mostly use it as it makes it easier to create a better workflow system from the design of products until they are shipped out.
3. Record Management
Record management tools assist in creating, maintaining and destroying records. Record management is essential in organizations that are typically involved in risk, governance and compliance. Healthcare organizations can also use these systems as they have to deal with a lot of sensitive information.
4. Document Imaging
Many businesses still rely on paper. That is why document imaging systems are vital as they can scan, collect, manage and organize digital images and then convert them to paper documents.
Best Document Management System Features
Document management systems are all different, and they all have plenty of things that set them apart from one another. Therefore, when looking for a DMS for your business, ensure that you look out for the following features.
1. Document Search
The reality is that documents go missing all the time. Documents might go missing due to minor mistakes such as filing papers in the wrong location or when the title of documents is misspelt. With the document search feature, you can easily retrieve files within seconds.
The DMS search feature uses character recognition that enables it to perform full-text searches for all the documents that are within the DMS. This allows the user to find any file using words within the document as it does not solely search for documents based on their location or title. The document search feature eliminates the time that businesses spend searching for missing files, which can save the business hours a week.
2. Document Security
The most significant difficulty of documents is that they might contain sensitive information that you do not want everyone to have access to. Even if you lock cabinets that you store paper documents, the wrong person could easily access the files if you had to misplace the key. Some risks are associated with keeping documents on a hard drive as it is challenging to know where documents are located or who is viewing and editing them.
With DMS, you can implement security measures to ensure that you never have to worry about compliance regulations, as all your documents will be adequately protected. DMS security features offer encryption methods and access controls for users. This places administration controls that can effectively implement individualised parameters that limit certain users ability to view or edit some documents. This feature ensures that all your data is protected due to the encryption methods offered.
3. Workflow Automation
The downside to using paper-based documents is that they come with redundant processes, which take a lot of time. To eliminate these processes and reduce the time that employees spend on this work, it is essential to use the workflow automation feature. Instead of sending out documents requiring approval and then spending more time chasing them down, your employees won’t have to go through this process again with the workflow automation feature. This feature saves time and eliminates human errors, allowing workers to focus on more pressing matters.
With workflow automation, you can instantly forward documents to the next processor and the next processing step. You can send documents for approval and authorization scenarios to the person responsible for the decision making. You can easily access the information required for approval through mobile applications or web clients. You can also send reminders to make sure that deadlines are met.
4. Mobile Accessibility
Mobile technology is something that is commonly used, and DMS must contain features and functions that you can easily use on mobile and tablet applications. The mobile accessibility feature is essential because many employees want the convenience of accessing documents and doing their work from their mobile phones. Tasks such as completing and editing documents, signing off proposals, and completing site inductions are necessary for easier collaboration.
The features mentioned above can be beneficial for any organization that makes use of them. They can improve the tasks related to the management of documents and eliminate some of the problems that are involved as they can streamline processes.