The benefits of document management software

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Reduce the burden and cost of paper

Implementing a DMS is the most important step in creating a paperless office and removing the cost, insecurity and inefficiency of paper.

You spend less time searching for files — a cumbersome and time-consuming task — and more time on high-value work because you can now easily organize and find content
You no longer have to create multiple versions of the same document for distribution. Instead, you can store a master copy in a central location for easy access
Beyond the actual cost of paper — distributing, filing, and storing paper is expensive. Digitizing internal paper-based systems will reduce printing and other operational costs
Moving paper is slow, but with a DMS you streamline your internal and external processes

Better compliance and security

Securing business-critical information is crucial for business continuity and ensures you don’t “sour” a relationship with a customer by losing sensitive data.

A DMS secures and protects sensitive information as it’s shared in your organization and provides full data privacy thanks to vigorous disaster recovery measures.

Control document access

You have control over who can view, modify, and share information by setting user and administrative rights. If, for example, you have a contract you only want a specific sales representative to see, you can set access rights.

Prepare for worst case scenarios

Datacenters can fail, and natural disasters like fires, floods, earthquakes and tornados do happen. If your documents are stored in filing cabinets or on local hard drives, the chance of loss is very high.

Instead of assuming this risk, create multiple, secure and redundant backups using a DMS, so when disaster strikes, you can get back on your feet swiftly.

Protect your information

Rest easy knowing that your data is compliant with mandates such as HIPAA and General Data Protection Regulation (GDPR). Failing to adhere to such compliance can lead to stiff penalties.

Quick and easy integration between systems

Integration between applications and platforms ensures the smooth and secure flow of information between people. Document management software can also integrate with you current systems to create a consistent document infrastructure, archiving security measures and approach to process automation. And prevent the headaches of searching and working across multiple systems.

Improved productivity and efficiency in key business areas

According to an IDC survey:

“Information workers waste a significant amount of time each week dealing with a variety of challenges related to working with documents. This wasted time costs the organization $19,732 per information worker per year and amounts to a loss of 21.3% in the organization's total productivity. For an organization with 1,000 people, addressing these time wasters would be tantamount to hiring 213 new employees.”

Document management solves this problem by simplifying how you capture, store, process and find documents, as well as by automating workflow between teams. While such automation opportunities exist throughout your organization, certain business areas will benefit the most.

Next: Departments that benefit from document management