7 Benefits of Document Management Software

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Document Management Software (DMS)
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Companies Create Document Every Day
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Benefits of Document Management Software

1. Document Security
2. Cost Reduction
3. File sharing Streamline Collaboration
4. Save Paper and Storage Space
5. Better Backup and Disaster Recovery
6. Digital Signatures
7. Anytime, anywhere access

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Document Security

• Better control over sensitive documents
• Folder level control for different groups or
  individuals
• Keeps a track of who viewed, modified or accessed
  a document,
• Highly traceable and allows automated alerts.
• Prevents business damage or legal damages
• By securing business secrets,
• confidential data,
• product formulas or
• employees personal details.
• Access to authorized persons only
• Security from disasters such as fires and floods.

5
Cost reduction

• At no significant cost DMS can be kept and
  maintained
• Tangible document management Software is more
  expensive
• Cost of paper, ink, file folders, filing
  cabinets, filing staff, and other requirements
  can be reduced
• Since the Employees efficiency has increased,
  hence it is directly related to money saved

6
File sharing Streamline Collaboration

• Regardless of location, can share and collaborate
  on files and documents with colleagues
• Control sharing of documents
• Files can be shared through links, published on
  the web or sent as password-protected files to
  third-party stakeholders.
• Audit trail keeps a track of people who viewed or
  edited files or documents
• Allows team to simultaneously work on a task
• different sources documents can be accessed from
  multiple locations.
• Electronic imaging shares documents over email or
  the Internet
• Allows and monitors access of authorized
  external users
• Version Control allows to recover older versions
  of same document

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Save Paper and Storage Space

• Costly storage can be avoided
• Reduced storage for file cabinets, boxes and
  storage bins
• Leads to less use of Paper, hence can save trees
• Space can be used for other departments
• Paper document management is labour intensive
• Labour wages can be avoided

8
Better Backup and Disaster Recovery

• Includes data backup and disaster recovery plan
• Documents are protected from fire, flood and
  other disasters.
• Documents are highly traceable and can be tracked
  within a range of criteria
• Imaged documents cannot be lost or misplaced as
  they are centrally stored
• Easier to locate with cross-indexing.

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Digital Signatures

• Protects documents with a high level of document
  security and evidence.
• Digital signature offers more security than an
  electronic signature
• More countries are starting to accept digital
  signatures on legally binding documents
• Long-term retention and access
• Improve digital workflow and save time

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Anytime, anywhere access

• Users can access files and documents anywhere,
  anytime
• Any device can be used on the go
• Location is also not a hurdle, even in the most
  remote areas it can be accessed
• Access is given to authorized persons anywhere

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