8 Reasons Why Your Business Needs a Document Management System

Managing electronic and paper documents from several sources is a challenging task for any business. A document management system (DMS) that captures, stores, and retrieves all types of documents can offer multiple key benefits to your organization.

 

  1. Improved Workflow

Well-planned and efficient movement of documents between your company and third parties, within your company’s departments, and between people within each department can significantly quicken business processes and improve their quality.

 

  1. Reduced Storage Space

A software-based DMS can reduce your need for physically filing documents in file cabinets, boxes, and storage bins, thus freeing up valuable office space.

 

  1. Cost Reduction

Paper-based document systems require paper, ink, file folders, and filing cabinets while electronic systems require computers, storage media, and system-administration staff. A well established DMS can reduce these costs by implementing solutions that contribute directly to the bottom line.

 

  1. Enhanced Security

A DMS can provide better control over sensitive documents by applying security measures at various levels (individuals, groups, folders) and providing an audit trail showing who has viewed, accessed, and/or modified a document.

 

  1. Improved Regulatory Compliance

Federal and state regulatory regulations often mandate strict security and privacy guidelines with non-compliance leading to fines, revoked licenses, and in some cases criminal liability. A good DMS will assist you in ensuring compliance with the rules.

 

  1. Easier Retrieval

A DMS can reduce the amount of time spent searching for and retrieving documents by allowing for file retrieval by a word or phrase within a document.

 

  1. Better Collaboration

DMS can significantly improve information sharing and collaboration within your company. A DMS also provides greater visibility into business processes and workflow monitoring.

 

  1. Better Backup and Disaster Recovery

Every document management solutions should include a data backup and disaster recovery plan. Paper documents should be backed up with digital archiving and/or stored in a secure location where they are protected from fire and flood and other disasters. Digital documents should be safely stored in off-site and/or cloud storage systems.

 

Let Superior Document Solutions Create a DMS for Your Business!

Improve your business’ processes and increase its efficiency by letting Superior Document Solutions create a document management system for your business today. We can also help you integrate the latest technology into your current DMS and our solutions are always scalable to meet your changing needs. We invite you to check out our case studies to read what some of our other clients have to say and then give us a call at 770-446-5325 or contact us through our online form today!

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