Document management is one of the biggest challenges in companies – from small businesses to large corporations. Fortunately, some solutions can bring order. Learn how to streamline your daily work and avoid document-related errors. We introduce you to a DMS system.
DMS system – what is it?
A DMS (Document Management System) is a tool for managing documentation in companies. With this solution, companies can store, organize, search and share documents digitally, eliminating the need for paper filing.
But how does an intelligent DMS differ from traditional methods of records management? A DMS is geared toward automating processes, integrating with other company tools and processing data in the cloud. It is not just an archive (although it certainly facilitates remote access to documents) but, more importantly, a tool essential for better workflows.
If you’re still wondering what a DMS is, keep reading!
How does the DMS system work?
A DMS system works on the principle of a digital repository that stores all documents in one place. Files can be organized by specific categories, such as document type, project, client or creation date.
The DMS also allows for the automation of processes, such as workflow automation. This ensures that documents are automatically sent to the appropriate people depending on established processes.
For example, an invoice, once entered into the system, can automatically go to the accounting department, then to the manager responsible for approving it and finally to payment.
Another feature that an intelligent DMS offers is the ability to integrate with ERP systems. This gives the company full data synchronization.
DMS systems – why use them?
A DMS system is all about the benefits. Here are the most important ones:
- Saving time and money – digitization of documents reduces costs associated with paper, printing and physical archiving.
- Improved security – document storage is secured, and only authorized employees have access to them. Documents also have their own digital security copies.
- Easier information retrieval – with advanced search features, users can quickly find the files they need.
- Increased efficiency and productivity – process automation allows employees to focus on more creative tasks instead of routine administrative tasks.
- Convenience of remote work – in the era of hybrid work, a DMS system allows access to documents from anywhere in the world.
Examples of the use of DMS systems
DMS is used in a variety of industries. Here are some examples:
- Accounting and finance: Automation of invoice and contract workflows.
- HR: Managing employee portfolios, recruitment processes and HR documentation.
- Law: Digitization of case files, facilitating access to documentation for law firms.
- Manufacturing: Storage of technical specifications and project documentation.
An example of an intelligent DMS that streamlines workflow is the workflow automation tool NAVIGATOR. Solutions of this type are often remedies for companies to everyday problems.
Choosing a DMS system – what to pay attention to?
When selecting a DMS system, it is worth paying attention to several key aspects:
- Functionality – does the system offer features that are essential for your organization?
- Ease of integration – can it be connected to other tools used in the company, such as an ERP system.
- Security – does the system meet data protection standards?
- Flexibility and scalability – the ability to expand and adapt the system to the changing needs of the company (e.g. increasing number of users or changing strategic goals)
- Technical support and training – availability of technical support and training resources for employees.
Worth remembering…
When choosing a system, figure out whether it gives autonomy to users. Does making any changes require constant supervision by administrators, or does it leave freedom on the users’ side?
In a nutshell
Digitization of documents is not a fad, but a necessity if you want to stay in business. Modern systems simplify processes, increase efficiency and security. But this is just the beginning. What new opportunities await when you try to exploit the potential of these tools? We leave this question to you.
Implementation and sales specialist for workflow systems in the Archman team. Experienced manager of business processes and implementation projects. He has 10 years of experience behind him in conducting training and supporting the development of team members.