In recent years, companies have been studying the impact that document printing and storage have on their businesses. We must remember that producing original documents and copies and keeping them organized and safe from damage has become a burden for companies. This is why most have chosen not to use paper with the help of a document management system.
What is a Document Management Software?
A DMS (Document Management Software) will successfully gather all the documents in one place. A DMS is a document management system that is used to receive, track, manage and store documents and reduce paper.
This software allows these documents to be classified and tagged to facilitate their search. Also, it incorporates a version control functionality that makes it even more efficient since it enables users to obtain digital copies of these documents without altering the original. We can also mention that by moving all physical documents to a DMS interface, they will be safely stored away from any damage.
Understanding Its Advantages
Reduced storage space
Storing documents the traditional way can raise costs considerably. File cabinets, boxes and bins can occupy entire rooms that will need to be expanded as businesses need to store more and more documents. Implementing a DMS solution will help you clean all those warehouses and make better use of storage rooms.
High levels of security
Keeping confidential documents under lock and key is not as effective when you think that there will be no way to trace what happened if something happens. A DMS solution controls the way documents are protected by giving users the ability to add passwords, digital signatures, and user paths to identify who last viewed and modified the records.
Better collaboration
DMS platforms can be accessed from any device that has an internet connection. This makes sharing documents and collaborative work a breeze since people can access documents and provide information from anywhere when accessing a platform. Version control also allows collaborators to retrieve previous versions of a document whenever necessary.
Save money when filing documents
A single mistake filing a document can easily turn into hours wasted searching for the document in boxes, cabinets, and wastebaskets. Companies cannot afford to waste hours on complex searches.
Work with experts
If your company has not yet started the digital transformation path or has not yet focused on managing your documents and files best, it’s not too late. A technological partner like Rootstack can help you implement the most innovative technologies and tools to manage your data according to your particular needs and working with strict security protocols. Do not hesitate to contact us. We are ready to assist you.
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