DMS improves efficiency
we will talk about efficiency in time-management and accuracy of file-sharing, storing and retrieving in this section of our blog. In a traditional system of document management System, we have to physically store our files in the file-cabinets and have to retrieve them as needed. the probability of losing the data, misfiling and delayed retrieval time is higher.
lets elaborate how Data Management System performs these basic functions supported by some facts and figures.
According to PWC’s survey:
- Organizations spend up to $220 in filing, misfiling and then reproducing the document in a conventional document management system.
- 7.5% of the data gets lost and 3.5% gets misfiled
- officials spend up to 15% of their time in reading the information and 50% in looking for it.
DMS is the right answer to all these inefficiencies. you can search your documents by searching for a phrase or a keyword or you can customize the search as per your convenience. Needless to say, that typing a keyword and finding your required documents saves time and improves efficiency.
you can also access Document Management System remotely if you have an internet access.
improves work performance
sharing and exchanging data in a traditional file management system is time taking, for example, if two or more officials need to access the same data, it has to be assigned to only one staff member. Physical files can’t be shared and they can’t be readily available as well. while on the other side, using DMS system, multiple people can access the same file from their computers in a matter of seconds. this improves the performance and calibration of the team.
improves data protection
Data is the new oil. we see a lot of data breaches for a reason. there are several organizations who only run on your data. Technology giants like Yahoo have been a victim of a massive data breach, which cost them dearly. for that reason, General Data Protection Regulations (GDPR) are set to be implemented by 25th May 2018.
To cut it short, data is precious and Data Management System provides security to your data. You can protect your information through a password and you can put restrictions on the access to your important data. You can allow the access only to those staff members who you think are reliable and are concerned. It also generates log so that you could see if someone else tried to access your information.
Document Management system saves you money in multiple ways. let’s start off by highlighting the space factor. conventional document management requires furniture to store the files. every office has file cabinets and other storage furniture which not only occupies the valuable space but also requires sufficient amount to craft the furniture. In today’s age, where demand and supply gap between property and population is increasing, the land prices and rents are also increased. by adopting document management system, we can cut all these expenses and save money along with having other benefits.