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Step-by-step guide on how to Implement a Document Management System for your business

As businesses grow, the amount of paperwork and documents also grows exponentially. Keeping up with documents in your business can be a daunting task. Without a reliable and secure way to store and access these documents, a business can quickly get overwhelmed by the amount of paperwork it must handle. Fortunately, a document management system can help you keep your documents organized and secure.

 

As explained in our previous blog post, a DMS is used to track internal documents, such as company policies or employee handbooks, or external documents, such as customer contracts or invoices. It typically includes features for version control, security, indexing and search, and workflow.

 

When choosing a DMS for your business, it is important to consider your specific needs and choose a system that is easy to use and implement. The goal is to be more organized, efficient and improve communication and collaboration between employees.

What is a Document Management System? What are the key features and benefits?

How to Implement a Document Management System

 

For a smooth implementation, there are a few things you should keep in mind. First, you’ll need to decide what type of system you want to use. There are many diverse types of DMS, so it’s important to choose one that will fit your needs.

Once you’ve chosen a system, you’ll need to set up a server to host the system. This can be done on your own computer, or you can use a cloud-based service. Once the server is set up, you’ll need to install the software and configure it to work with your chosen system.

Finally, you’ll need to create user accounts and give permissions to those who need access to the system. Training for employees must also be planned. Once everything is set up, you’ll be able to start using DMS to store and manage your documents.

 

Common Mistakes to Avoid When Implementing a Document Management System

 

When it comes to implementing a document management system, there are a few common mistakes that businesses make. Avoid these mistakes and you’ll be well on your way to a successful DMS implementation:

 

  • One of the most common mistakes is not clearly defining the scope of the project from the start. Without a clear understanding of what you want to achieve with your document management system, it’s easy to end up with a system that doesn’t meet your needs. Take the time upfront to clearly define the goals and objectives of your project so that everyone involved knows what they’re working towards.
  • Another common mistake is not getting buy-in from all of the key stakeholders involved in the project. If decision-makers aren’t on board with the project, it will be much harder to get them to sign off on important decisions down the road. Make sure you involve all relevant stakeholders in the planning process and keep them updated throughout the implementation process.
  • Before you can implement a new document management system, you need to take a step back and assess your current workflows. What processes do you currently have in place for creating, storing, and retrieving documents? How efficient are these processes? By taking a close look at your current workflows, you can identify areas where a DMS is needed.

 

Tips for Making the Most of Your Document Management System

 

Assuming you have already gone through the steps of implementing a document management system (DMS) for your business, here are some tips on how to make the most out of it:

 

  • Know what your DMS can do for you and take advantage of its features – Your DMS should be able to do more than just store documents. It should also be able to track and manage versions, control access and permissions, and enable collaboration. Be sure to take advantage of all its features to get the most out of your investment.
  • Keep your documents organized – A key benefit of using a DMS is that it can help you keep your documents organized and easy to find. Make use of its tagging, categorization, and search features to ensure that you can always locate the documents you need quickly and easily.
  • Make sure everyone is on board – To really maximize the benefits of using a DMS, it’s important that everyone in your organization is using it and knows how to use it properly. Make sure you provide training and support so that everyone knows how to access and utilize the system.

By following these tips, you can ensure that your document management system is working effectively for your business and helping you optimize your workflow.

 

Conclusion

 

Implementing a DMS for your business is an excellent way to simplify the process of managing documents. By following this step-by-step guide, you can ensure that you choose the right system for your needs and get it up and running within no time. Not only will this make it easier to find important documents when needed, but it will also improve security around sensitive information. Document management systems are becoming increasingly popular with businesses of all sizes and sectors, so why not take advantage of them?

What is a Document Management System? What are the key features and benefits?

As the amount of data and documents produced by businesses increases, finding an efficient way to manage them has become a challenge. Companies are seeking an efficient way to facilitate the digitalization and organization of their documents. A DMS is a tool that can help organizations store, track, and share their documents in an organized and secure manner. In this blog post, we’ll discuss what exactly a document management system is and why it’s so useful for businesses. We will also explore some key features.

 

What is a Document Management SYSTEM ?

A document management system (DMS) is a computer program or set of tools used to track and store documents. The three most common types of DMS are:

  • Electronic document management systems (EDMS), used to track and store electronic documents such as PDFs, Word documents, and Excel spreadsheets.
  • Web-based document management systems (WBDMS), used to track and store documents on the web.
  • Hybrid document management systems (HDMS) are a combination of EDMS and WBDMS.

DMS can be used for a variety of purposes, such as storing business contracts, tracking customer records, or managing employee files. DMS can also be used to share documents between employees, customers, or other businesses.

Document management systems are often used in conjunction with content management systems (CMS) or enterprise resource planning (ERP) systems. However, they can also be used as standalone programs.

What is a Document Management System? What are the key features and benefits?

The Benefits of a Document Management System

A document management system (DMS) can be extremely useful for businesses of all sizes. It can help to organize, store, and track documents, and make it easier to find and share information. In addition, a DMS can help to streamline workflows and improve efficiency.

There are many benefits of using a DMS, including:

  • Improved Organization: A DMS can help businesses to better organize their documents. This can make it easier to find and retrieve information when needed.
  • Improved Security: A DMS can also help to improve security by providing features such as password protection and access control. This can help to prevent unauthorized access to sensitive information.
  • Improved Collaboration: A DMS can make it easier for team members to collaborate on projects. For example, team members can easily share documents and provide comments or feedback.
  • Improved Efficiency: A DMS can help businesses to improve their overall efficiency by automating tasks such as document routing or approvals. In addition, a DMS can help save time by reducing the need for paper copies of documents.

 

What to Look for in a Document Management System

When considering a document management system (DMS), there are a few key features to look for that will ensure the system is effective and user-friendly.

An intuitive interface is crucial for users to be able to find the documents they need quickly and easily. The system should also allow for easy organization and tagging of documents so that users can easily find what they are looking for.

Document security is another crucial point of attention, the system should have robust security features in place to protect sensitive information. And finally, it is important to consider scalability when choosing a DMS, the system should be able to handle an increasing amount of data as your business grows.

Schedule a meeting with our team to learn more about how your organization could benefit from a DMS.

 

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DMS: Facts that Encourages to go Paperless in 2021

DOCUMENT MANAGEMENT SYSTEM

The digital transformation due to the pandemic has led companies to adapt work from the home concept. Remote work went from an offer, that only a few companies made, to an inevitable and massive shift in the way that people work around the world. The percentage of home offices is expected to double in 2021, according to a survey from Enterprise Technology Research (ETR).

These statistics show that remote work is not likely to decline this year or anytime soon. It’s important as a company to set up digitally and to ensure that employees can work flexibly from their home office. But in many companies, some of the important business processes still require employees to use paper forms and they can’t access the corporate data they need immediately from home. Thus, 2021 is the best time to go paperless so companies don’t have to deal with employees’ unproductivity along with lost, damaged, or misplaced documents which can easily result in lost data, privacy violations, or lost customers.

 

What is the paperless office?

The term is actually self-explanatory. A paperless office means saving on paper-based documents and using only digitally-supported formats for all business processes. The idea behind building a paperless office has been around for a few decades since it was first conceptualized as “The office of the future” in an article in Business Week in 1975. A paperless environment closely resembles an office utilizing integrated information systems with multiple software tools to reduce paper consumption and improve efficiency in retrieving electronic documents. Paperless environments increase office productivity and collaboration and also helps to manage the company’s data in a more efficient way with the right processes.

 

Advantages of the paperless office

Nowadays, companies can no longer avoid digital work; the advantages are too obvious to affect pretty much all professional fields. Businesses that are always looking for new and efficient ways to optimize their operations must take a look at the benefits of a paperless office here below:

  • Sustainability (reduce printing costs, etc. – better for the environment)
  • More efficient time management through productive work
  • Collaborative work with several people or teams
  • Space and material savings
  • Flexible work environment and mobility, which is essential especially in corona times, but also in the future
  • Central storage in digital form – everyone can access it from anywhere
  • Automatic Data Retention & Digital Backups
  • The search function enables documents to be found quickly (effective time management)
  • Future viability and competitiveness
  • Departments become more productive; more time spent on important tasks
  • Simplified communication using digital tools and media

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While technology supports the move to paperless business practices, not all organizations can afford the IT infrastructure necessary to make the transition. A small and medium-sized business (SMB) often lacks the resources and IT infrastructure to quickly increase server performance and/or expand storage capacity both of which are required for paperless transition.

Cloud systems are known as the foundation for the paperless office and to instantly increase companies’ IT infrastructure. For businesses that are interested in moving to electronic storage and retrieval of documents, cloud computing offers a cost-effective means of making the change.

 

One important technology that enables a paperless office to efficiently capture, store, secure, and retrieve information is an electronic document management system (EDMS).  Document management is becoming increasingly important as the concept of a paperless office is becoming an everyday reality, especially with the growth in cloud storage services.  With a DMS businesses can create, track and store digitized documents. It manages structured data and is focused on documents in formats as Word, PDF, PowerPoint, Excel, etc. The key purposes of a DMS are regulatory compliance and workflow management. DMS applications also have advanced imaging and scanning capabilities, such as optical character recognition (OCR), handprint character recognition (HCR), optical mark recognition (OMR), and more.

 

Conclusion:

The paperless system offers organizations many benefits including increased employee efficiency, productivity, streamline workflows, and information security. The paperless office is a process and not a one-time thing, therefore this transformation requires a certain discipline, the courage to change, and requires good communication within the company. Organizations can use numerous solutions to help them attain paperless environments. But the first step and the most commonly used method of reducing paper is the digitization of current documents.

With the growing availability of electronic document management systems, implementing a good document management solution can go a long way in enabling your organization to reduce cost, improve your business process, increase customer satisfaction, as well as improve employee efficiency and comfort and increase productivity. Contact-us any time to help you find the right document management software for your business needs.

 

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DMS: Intelligent Workflows Integration to Streamline your Business Processes and Increase Productivity

STREAMLINING BUSINESS PROCESS THROUGH DMS

Our everyday life is shaped by digitization. Nevertheless, numerous documents go through our hands every day in the office as at many workplaces there is still more paper in circulation than necessary. Appropriate management of company documents is extremely important to an organization. It’s a process that can be easily automated but in many cases is carried out manually. If, on the other hand, you are a Paper-less Office (mostly digital), you still have to manage documents and possibly scan, save and organize them beforehand.

 

However, in order to keep up with the rapid changes in the modern business world, companies nowadays have to rely on lean processes, transparency, and efficiency. A future-proof company cannot avoid digitization. Efficient management of documentation can allow employees to collaborate on tasks and save businesses significant amounts of money. A document management system (DMS) can make this process much easier for you so that you can concentrate fully on the business operations. Digital document management in connection with automated process management is one of the steps towards the digital transformation of your company. With a DMS you can automate your workflows, keep track of things and are no longer exposed to the risk of losing sight, stop shuffling paper and streamline your business processes.

 

Here below are some considerations that you should take into account when implementing a DMS.

 

Plan the DMS implementation:

Deciding to implement a DMS is one of the first great steps towards becoming a Paper-less Office. A well-thought strategy and planning is essential to ensure a successful implementation of DMS. Only when you know what you want to achieve with the DMS, you can pay attention to the corresponding functions and features. It is therefore essential that you get a clear picture of the company’s current situation, possible problems, new opportunities, goals, and future needs. All of these elements need to come together in order to find out the best DMS to satisfy your company’s needs.

 

Essential features package:

If your company is growing steadily, you should also consider future requirements when planning to embark on a DMS implementation project. Don’t just think about the present, but also keep an eye on tomorrow to achieve long-term gains. The following features are essential for a smooth working day:

  • Usability: Clear user interface and simple operation.
  • Digitization: Scan documents and save them in various formats such as PDF or Word.
  • Document input: Should allow inputting files through various sources such as scanner, Email, manual upload, mobile applications, web services, etc.
  • Versioning: Always use the latest version of a document and restore an older version in an emergency.
  • Full-text search: should be able to find documents quickly by allowing users to locate any word or phrase that appears in the document.
  • Automatic workflows: Self-definable forwarding and processing of documents.
  • Archiving: Safe storage of documents.

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Industry-leading document management system providers, always go beyond the basic features and provide to their customer’s innovative features and solutions that will improve their overall business productivity. So, all other features and functions are also welcome, but if they are associated with considerable additional costs and are not absolutely necessary for your business, then you shouldn’t choose them in your package. This saves you a lot of unnecessary costs and allows you to concentrate on the essentials.

 

On-site vs Off-site DMS:

When looking for a suitable DMS, you can opt for on-premise or off-premise depending on the amount of data your organizations handle. With an on-site DMS, then you can transfer gigabytes of data in a matter of seconds. On the other hand, if you are running a company that has a large number of users to manage and your investment in IT is not convincing, then you need to go for the cloud or off-site DMS. It’s also suitable if you have a work from home of off-premise working culture within your company.

You should also pay attention to integration options whether new DMS can be integrated into the company’s existing systems such as BPM, CRM, or ERP, so that there is no need for a major changeover.

 

Service of the provider:

There are a lot of DMS providers on the market, they differ with their individual user interfaces as well as with their range of functions. That’s the reason why, in addition to extensive and solid document management software, you should choose the provider that best fulfills your requirements and most importantly when it comes to DMS implementation.

A serious DMS provider should be able to provide a transparent presentation of the costs incurred, such as for setting up and maintaining the software, through to any other services that may arise. These include, for example, training courses such as:

 

  • Introduction to document management software
  • Correct handling and use of the DMS
  • Establishment of automatic workflows
  • Assistance in any undesirable emergency situation. A permanent contact person in such a case can be helpful to resolve any issue that occurred. A DMS usually works perfectly, but in an emergency, it can never hurt to have a good connection to the manufacturer.

 

If you have carefully studied the use of a DMS within your company and know what you want to implement with it, you can specifically pay attention to urgently needed functions. A right DMS accrues significant benefits to the organization. Hence it is imperative to choose the correct DMS to makes your day-to-day work easier.

If you are interested in a DMS, we would be happy to work with you on your company’s digitalization project and accompany you step by step with the introduction of a DMS in your company. We look forward to hearing from you and would be happy to answer any questions you may have.

 

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