A document management system (DMS) makes your work life easier by automatically storing, organizing, and finding the documents you need. A DMS also helps you reduce redundant data by storing only the most current version of your documents and automatically putting older versions in a digital archive. A DMS helps you cut down on unnecessary file cabinets, find documents more quickly when someone requests them, and generally stay organized so that everyone knows where to find what they need at any given time. Let’s look at exactly how a document management system can help you tackle these challenges and more.
Document Management in a Nutshell
A document management system (DMS) is a software that helps you find, store, and share documents and other content. A DMS makes it faster to find the specific file you need, and it can automatically organize your documents, so you don’t have to spend time filing them manually. It’s a system designed to help you keep track of all your company’s documents, making it easier to find what you need and identify what is relevant to specific employees or departments. A DMS can help you retain control over your documents, as you can set access rights to each document and make sure that documents are kept secure by only allowing specific people to view them. It can also help reduce duplicate files since it can store documents online and allow people to access them remotely.
Why You Need a Document Management System
With so many benefits, it’s easy to see why using a document management system is a good idea. A DMS can help you keep track of your most important documents, including contracts, agreements, work plans, employee records, and more. In fact, those are just the start of it. Here are some reasons you need a DMS today: - Simplifying the Document Sharing Process - When you are able to store and organize documents in a single location, you make it much easier to share those documents with the right people at the right time. This can dramatically speed up the process of getting critical information out to the people who need it while also cutting down on the amount of time it takes to find those documents. - Reducing the Risk of Data Loss - Outdated records and misplaced files can lead to critical information loss, which can lead to lost revenue, legal issues, and a number of other problems. By using a DMS, you can quickly find the most recent documents for each project, reducing the risk of data loss. - Protecting your Company’s Reputation - When customers and clients realize that you are not following best practices with your records management, your company’s reputation can suffer. A DMS can help you protect your reputation by making sure that you follow best practices for records management, including putting older and outdated documents in a digital archive.
How Document Management Works
A DMS is designed to help you organize your digital documents so that you can easily find them whenever you need them. It can also help you manage the lifecycle of your documents so that you know when it’s time to retire certain documents and put them in a digital archive so that they don’t take up valuable space. Using a DMS, you can set up folders to store documents pertaining to different projects, departments, and clients. You can also create folders to store specific types of documents, like contracts, work plans, and employee records. Once you have your folders set up, you can start storing documents using drag-and-drop functionality. Simply drag the document you want to store into the folder where you want to keep it.
3 Steps to Installing a DMS
You may be ready to take the plunge and install a DMS. Before you do, there are a few things you should know. Here are the three steps you need to follow to install a DMS: - Identify Your Business Needs - Before you even consider installing a DMS, you need to make sure that you have a clear idea of how you will use the system. For example, if you want to use a DMS to store employee records, make sure that you select a system that is designed for that purpose. - Evaluate Your Options - Once you have a good idea of what you want from a DMS, it’s time to start exploring your options. - Install Your System - Once you have picked a system, you need to install it. This process may take some time, so make sure that you factor that into your timeline. Be sure you work with a partner who know the importance of service after the sale.
Where Do You Find the Right Partner?
Digitizing your documents can sound scary and complicated, but there is help out there. The Sentry File Document Management Platform is a great place to start. Sentry File uses easy and intuitive interfaces that allow you to get started quickly taking advantage of powerful workflow tools. Sentry File is also very scalable with appropriate solutions and appropriate pricing for two person companies to global enterprises and everything in-between. Contact Sentry File today for a free demo, and to learn more about the Sentry File package that’s the right fit for your organization