News: March 2014

Boost efficiency with a document management system

An effective system that can create, store, and track documents electronically is a necessity in any modern business. One thing that is common with any growing business is the large number of documents that have to be stored and retrieved as the need arises. This calls for an effective document management system and a firm-wide document management policy. Whether documents are stored and made available in paper, electronic, or online formats, a document management system will enhance document security as well as making things easier to locate when needed.

One of the most important components of this kind of system is an ability to capture data and index it in such a way that storage, retrieval, and distribution become instant. Many businesses that introduce such a system soon discover how effective and efficient the management of documents and information can become. Another important aspect is that after information has been stored, it can be made available to authorised personnel as and when they need it. So processes such as sales, audit reports, etc become more efficient.

Secure storage of documents is a key feature of a Document Management System. A properly designed system can keep documents using different types of media depending on factors such as how frequently they are used, their nature, as well as the ease and convenience of their use. There are web document management systems that require documents to be stored on databases or servers, other systems that require storage on optical media such as DVDs and CDs, and still others that require storage magnetically using tape drives or hard disks. Depending on your business, your IT service provider will help you to decide what system is best for your firm.

There is more to record management than storage of documents. A good system will enable staff to efficiently retrieve or sort required documents, speeding up process driven work. Another advantage of a document management system is that all documents are available for the next person online immediately, increasing efficiency within the business.

A computer and web based document management system ensures smooth intra-organisational connectivity which also extends to inter-office levels with a well managed flow of information. Authorised users can also connect to the system when working from home or out on the road. With fast and convenient operations, the business will benefit from further efficiencies and increased levels of productivity.