What is a Document Management System? How to Choose the Right One?

Using physical paper sheets for the purpose might seem a handy idea to manage important information, but in due course of time, it unfolds to become a daunting task. Although Document Management System (DMS) is not a nouvelle technology, it is indeed comical to witness how, even in the 21st Century, an assortment of organizations are dependent upon paper for managing information!

Let us have a descriptive look at what is a Document Management System and how it can help you do your best work. 

What is a Document Management System?

A Document Management System (DMS) is a digital solution for uploading, tracking, managing, and storing documents with the idea to eliminate the usage of physical sheets of paper. To put it in simpler words, a DMS is a digital way to organize and work upon important documents, much more effectively than a physical sheet of paper.  

A DMS is a digital way to organize and work upon important documents, much more effectively than a physical sheet of paper.

Why do you need a Document Management Solution for your Organization ?

It is a proven fact that Data and information are fundamental for any business. In order to move ahead on the path of success, it is extremely crucial for organizations to keep a recorded set of data and relevant information stacked in one safe place. This can be done on an intuitive Document Management System (DMS). The more information an organization generates, the more efficient a DMS it requires. 

Recent studies have revealed that the primary purpose of a document management system is efficiency. Most organizations exhaust their acquired talent by indulging them in hefty and monotonous documentation management work. What they perceive as a “part of their job” is actually an irrelevant addition to their bandwidth. The perpetually daunting task of photocopying, faxing, verifying, and suggesting edits can all rather be covered by just one efficient document management system. An advanced DMS like dox2U can really be resourceful in handling massive amounts of documents in lesser time and with greater efficiency.

What are the benefits of a Document Management System?  

Studies suggest that managing important data and information is both an important as well as a time consuming task. They can neither be left unmanaged, nor it is easy to perform this activity. In such a case, a document management system steps in and acts as a saving angel. Let us see how:

Saves Storage Space 

More the number of documents your organization generates, the larger the repository you require to store them effectively. In the same light, instead of investing in physical storage like a cabinet or drawers or compactors to store important files and documents, you should rather invest in a strong document management system, which would eventually save your time as well as expensive real estate. 

A Safer Option 

As opposed to popular practice, paper is not at all a good medium to manage documents. The prime reason is that physical sheets of paper are prone to damage and loss. This is not the case when it comes to smart and digital document management that a DMS like dox2U is capable of offering. With data encryption available at every step, you need not worry about the safety and security of your vital information. 

Easy Document Retrieval 

It is indeed not an easy task to go through a zillion paper sheets stacked in your cabinet to search for a tiny yet vital piece of information. It is distressing to even wonder about it. Even after being aware of this common fact, it is indeed astounding to know that teams around the world heavily depend upon paper even though a good DMS is capable of retrieving documents in a few clicks. 

Collaborate Hassle-free

Not only a document management software would store your essential documents, but will also allow you to quickly access, edit and enjoy overall better collaborative features for your workforce and team. DMSs like dox2U even allow you to invite guests and collaborate easily with external customers, vendors, and groups. 

In Conclusion 

Analyzing every step that happens to occur in the process of Document Management, it is inevitable that a DMS is far more efficient and affordable than physical sheets of paper.

The above discussion also proves the fact that investment made on a good DMS only helps an organization to grow in leaps and bounds due to cutting down on time wastage and energy drainage in the management process. It is indeed high time for teams to switch to a smarter and more intelligent management solution; the good part is that it’s never too late!