Document Management System - A Comprehensive Guide 2021

In this fast-paced world, companies are gradually evolving and implementing various technologies into their processes to make things smoother and faster. One such very significant technology is the system. A document management system helps store and track the document in a much easier manner than manual processes.

Here is a comprehensive guide on how a system works and the essential features you should consider before adding a document management system to your company. Let’s get started.

What are the features of a good system?

  • Cloud storage

During the pandemic, remote working is quite prevalent amongst every possible company. Most of the employees tend to prefer remote working over on-site working hours. And cloud technology has a massive role in facilitating this shift from the traditional workflow. According to a report by Cisco, 94% of the workloads are being carried out within the cloud in the year 2021.

A good document management system stored all the necessary documents and files within cloud storage, which you can access from any possible geographic location without any limitations. You can easily upload and download into the cloud and access it from anywhere at any time, which makes it very feasible for the employees to carry on their processes without any hassle. 

  • Version control

There are numerous people usually working on a single document, and therefore, changes and modifications are quite common. In such cases, version control is crucial to keeping track of all the changes and the concerned users. Without version control, you cannot really get access to the previous document. When inexcusable mistakes are made, you tend to start everything right from scratch, which is another very common hassle in most companies. This interrupts and delays the workflow to a significant extent.

  • Robust search feature

We have often struggled to find that one file within the heaps of files stored in a cabinet. This takes up a lot of time and effort, which could have been reinvested in something more productive. Thus, the top document management system should have a robust search feature wherein you can easily browse and search within your database and find your required document with a single click! Thus, this overall helps in growing the efficiency and productivity of the company.

  • Document organization

Be it a new startup or a big MNCs; there are countless crucial documents and files. But arranging them manually is not very feasible. Thus, an intelligent document organization is essential. The top system will help categorize, tag, rate, and index all the documents with a systematic hierarchy for convenient storage.

  • Permissions

There are so many employees, and therefore it becomes tough to keep the security in check. Not everybody needs to have access to every document in the system, and this is precisely why you need permissions to limit that. The best  system will adequately help administrators to set the permissions for every possible employee. This will keep the documents safe and prevents alteration or mishandling, which can lead to severe repercussions.

How does a system work?

There is so much more than a document management system does, starting from document storage to distribution. Here is a detailed description of how a system works. Let’s check it out.

  • Document capturing and creation

system needs to capture from any possible source to create the document within the system. This way, it can store for a longer time. You can easily capture documents such as paper documents via a high-speed scanner, or CRM, ERP reports and emails, etc., with several methods. 

All of the documents captured are then indexed either manually or by ERP screen integration, zone optical character recognition (OCR), barcoding, etc. Indexing the documents helps find the documents by classifying them concerning various parameters such as IDs, metadata, etc.

Thus, you can easily import your essential documents into the system with ease with these processes.

  • Document storage

Almost every  system has central document storage used to manage and retain all the documents gradually. All the documents are stored in a centralized location which results in easier document management. As mentioned above, most document management systems use cloud storage for their centralized storage, accessible from a possible geographic location. It has several facilities like co-authoring, multiple access, etc., which is great for adding various modifications whenever required within the same file. The version control and the access control take care of the documents’ security, and thus, you can also keep track of all the documents right from the central storage.

  • Document Retrieval and distribution

The host storing the document is not enough. A document management system also ensures that you can adequately use the documents whenever required without any hassle. 

There have been countless times in customer service where you might need a crucial document but cannot find it. This is when indexing comes as a boon for you. You can easily search for that file with the right index keys, find that document within a few seconds and answer the query. This aids in better customer satisfaction.

Document distribution within the top document management systems happens via enterprise software, emails, etc., unlike manual distribution. This way, it makes the entire workflow streamlined and easy, which again improves its productivity and efficiency. It opens the scope for new opportunities gradually, which benefits the company in the long run.

Final Thoughts

The robust features and the working mechanism of a document management system can indeed transform the entire workflow of a company. It can effectively help in building a better productivity and profit ratio within the company. Thus, don’t wait any further. Analyze all the features and requirements and incorporate the best DMS today and enjoy the perks!