Why your organisation needs a Document Management System (DMS)



Organisations produces a huge volume of documents everyday, the information they contain is the cornerstone of its success. Each document is tied to different processes – documents are created, forwarded, checked, stored and above all looked for time over time. This can take a lot of your time & resources which is why it is worth looking at these processes in more details and optimise them. 

For most organisations, documents are stored in different formats (paper & electronic) and are stored in different locations (docs created using MS office suite are stored on department network drive, email correspondence are on exchange server, paper file are stored in folders & cabinets). When there is a need to collect & view all related documents for a particular item, the process could take a lot longer to achieve or may come to a halt when paper documents are with a colleague who is unavailable, this can ultimately lead to delayed response and have a negative impact on customers.

A document management system (DMS) can better enable employees to access files with ease, a DMS can help you manage all documents that accumulate daily and file them correctly in an electronic filing cabinet and every authorised employee will have access to these documents. With a good DMS you can respond to query much quicker. 

With workflows you can better optimise business process, e.g. if your invoice approval process is in paper format, this can cause delays, especially if the invoice is sent to the wrong person for authorisation as it will usually sit in persons in-tray/desk then sent back to the original person & process starts over again. With DMS, invoices can be sent electronically (via link) which means they remain stored in electronic filing cabinet & invoices can be digitally signed with an electronic stamp, during this time the invoice whereabouts can be tracked by authorised employees and it’s status can be tracked in real time. 

Index terms can be assigned and DMS can be integrated with other system including multi functional machines, MS Office applications & other system your organisation may use. 

Key benefits of an EDRMS are:

  • Documents are stored in a central pool and can be accessed anytime by authorised people regardless of format
  • Documents can be accessed on most smartphone & tablets (regardless of OS) 
  • File cabinets can be searched very quickly and thoroughly thanks to indexing
  • Efficiency can be boosted with workflows that can optimise processes & improve transparency 
  • Organisations may be able to reduce storage space once paper files are scanned & stored in the DMS 
  • Better protect documents from fire and water damage 
  • Be in line with legal document retention.

The key objectives of implementing a DMS: 

  • Control the creation and growth of records
  • Improve productivity and efficiency
  • Support better management decision making
  • Reduce printing and photocopying 
  • Smarter way of working and deliver both cashable & operational efficiencies
  • Facilitate and encourage the continuous improvement of customer service 
  • Provide quality training to users to exploit all aspects of the system and thus improve the service they offer to customers, both externally and internally
  • Solid emphasis on communication and change management 
  • Align IT solution with organisational strategy plan and harvest a strong change management culture. 

DMS solutions to consider:

 

Nazrul Hoque – 05 February 2017

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