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Quick Guide to Document Management Software

Document management system is a system that will allow you to access and control your business documents on a network of computers. Document management software or DMS allows various users to collaborate and review documents safely. There is also the added convenience of knowing where every document is at all times when using a document management software. Different types of document management systems will often provide storage, security, as well as indexing and retrieval capabilities.

Companies using document management solutions are able to easily share information with one click, eliminating wasted time searching for documents and sending emails. Most software programs are web-based allowing you to enter a search that will quickly pull up the document you are looking for. Not only is this software great for the environment, it is a time saver for most businesses that have a complicated traditional filing system. Going green is not the only reason that your business should look into document management software.

To read more about choosing a vendor, read our Document Management Software Buyer Guide.

Businesses that are extremely paper heavy such as legal firms or hospitals have added benefits with document management systems. The risk of files getting lost becomes more and more frequent as files become cluttered. Even the most organized office filing system can experience downtime with lost paperwork. Training staff on the procedures for filing is a daunting task. Document management systems will often create a carbon copy of your paperwork to ensure that nothing is lost. Document management software can help you and your employees get on the same page and ensure that nothing is lost in translation.

According to a study done by California’s Alameda County, “the typical U.S. office worker uses more than 10,000 sheets of paper per year, which is about 2 cases of paper per employee. With an average price of $40 for a case of standard copy paper, this is an $80 annual cost per employee.” The costs savings for going paperless depends on your business size. A document management system can streamline your efforts and actually help you stay compliant with strict laws for some industries.

Many industries are accepting paperless options as the standard procedure. Lawyers are finding that even though DMS may be costly up front, the benefits payoff in the long run as accruals from buying reams of paper begin adding up. Paperless is a key competitive advantage if your industry is not currently implementing the service. A facet many business owners pass on is the storage costs for all your paper documents. Storage containers can run upwards of $1,000 and they take up valuable office space.

The level of security that you want with your document management software is something to take in to consideration. All online document storage allows for the ability to authorize certain personnel to gain quick access. The more comprehensive document management service you choose, the more security options you will have access to. Giving access to individual files and folders can be implemented within most systems and each employee on the network can be given different rights to editing or viewing the document.

Whether you are a small business or a corporation, being aware that DMS will help optimize your bottom line and streamline operations is important. Document management solutions should provide a method for classifying documents, defining access controls, and the ability to preserve documents. Some have the ability to view the same document from multiple office locations and implement methods for quick search and access. These all are convenient features that make online document storage a viable option for all businesses.