Document Management

Name an industry and they probably have documents. Receipts, invoices, reports, blueprints, personnel files, and countless other types of documents are a cold, hard fact of operating for just about any business.

In times past, the filing cabinet and sometimes vaults were the place where documents went to live. Storing documents is one of the first hurdles of an emerging business and a challenge for an established one. And when those documents are needed? Someone must spend time digging through the drawers to find them, assuming they were filed correctly, that is.

The Digital Revolution in Document Management

As it has for so much of our lives, technology has created a solution for the management of your business’s documents. Gone are the days when precious office space needs to be cluttered with cabinets and boxes. The search for missing or misfiled documents, and the costs related to recreating them, are fleeting problems when your company implements a Document Management System.

DMS: An Overview

A Document Management System (DMS) usually refers to software and devices used to store, share, track, and manage your documents as well as for indexing and retrieval. With a DMS, your documents are converted to digital formats that can be stored either on-premise or in the cloud. This means for one that your documents, secure in their digital format, can take up less physical space in your office.

But it also means that those hidden costs related to managing physical documents will disappear. And along with the cost-saving measures of reduced physical documents, a DMS allows for greater collaboration and optimized workflow for your employees.

Lower costs, increased productivity, working faster, and smarter. It’s like a business owner’s dream.

Not to mention the ability of a DMS to integrate into any kind of office. Employees working from home or otherwise remotely? A DMS can allow employees to access business-critical documents anywhere, at any time, securely.

Regulations, Compliance, and DMS

Along with saving money and improving productivity, a Document Management Service helps heavily regulated businesses maintain compliance. Whether your industry must adhere to HIPAA, GDPR, FERP, SOC, or any other regulatory statutes, a DMS can help keep your business compliant and safe from liability.

With a DMS you can track, monitor usage, provide, or disallow access and create audit trails for all your documents. Having this level of control means you can worry less about regulations and more about providing quality service for your customers.