3 ways document management improves Your business

8th February 2016

The days of wading through endless paper files may have ended for large corporations, but for many companies investing in an effective document management system may seem daunting, time consuming, and a financially burdening process.

Merely imagining the amount of work you could get done in the time it would take to electronically organise all of your files is enough to throw that idea out the window, right? Think again.

If the idea of digitising all of your business’ digital files seems like a bit more of a task than you are willing to undertake, consider these three ways in which document management software can help to improve the organisation of your files.

1 - Metadata & Document Indexing

DMS allow you to easily set descriptions of each document within the metadata of the file itself. Once your documents are indexed into your document management system, you are able to quickly search the metadata of all of the files within the system to find those relevant to the keywords for which you are searching. Common components to metadata include dates, names, or departments as they relate to each particular file.

Metadata allows you to more efficiently organise your documents because it helps in locating documents across a wide range of folders and departments without requiring excessive amounts of time on your part.

2 - Document Search Functions

Paper documents are easily miss-filed or lost and hard to find. The organisational perks of document management software include high quality search functions that allow you to infiltrate the content, metadata, and more of each and every document within your system.

3 - Categorisation of Documents

It is not uncommon for each department to have their own set of processes when it comes to their documents which can cause headaches for all parties when a member of one department needs access to the documents of another.

What document management software can do to aid this process is allow you to differentiate and categorise documents between departments all within the same system, therefore eliminating the vast differences in organisation throughout your company.