document management system

Use of document management systems while working remotely

The sudden outbreak of the novel virus has changed how we live, work, and function in our daily lives. The various forms of restrictions imposed by the countries to contain the infection have started changing the work dynamics globally. Not only are masks and gloves becoming a part of our attire, but more companies are encouraging their workforce to work from home. While maintaining the desired social distancing, the companies can benefit a lot from reduced overhead expenses.

But a crucial challenge of working remotely is the lack of proper tools. So, companies are bracing up their software systems and encouraging their employees to cultivate their skills. Employees, too, have realized the importance of making their homes work-friendly. Thus, they are investing in acquiring and learning Document Management Systems (DMS) and remote working tools. Today lets see how DMS can help you when working remotely.

What is DMS?

Document management is software that controls and arranges documents throughout an organization. It helps incorporate document and content capture, workflow, document repositories, COLD/ERM, output systems, and information retrieval systems. It improves the harmony between employees working on multiple documents while making it easier for the managers to track.

Initially, it was a part of content management, but with a wide range of sources like Web, smartphones, and thumb drives, the need for a more structured and easily managed document is on the rise.

Uses of document management systems

Accessible from anywhere and anytime

Access the document management features from any of your devices without any data loss or fear of security. Daily office jobs like transferring files, sending print jobs, storing receipts can be done seamlessly while working remotely.

Free up space

The cost of storing vital paper documents is pretty high, and it also runs the risk of loss. So, why not shift to DMS and store all the necessary documents without occupying any cabinets and boxes in your office?

And at times like this, when going to the office is barred, imagine having to access some documents stored in your office locker! Digitalization being the next mantra, it’s time we move ahead and save our documents more smartly.

E-Signature capable

A good DMS comes with an e-sign facility, thus, mitigating the need for any face to face meeting. Use the video calling apps to meet your customer, crack a deal, and use DMS to sign contracts.

Better security

Sharing a crucial document through a software might seem to be a concern for you. But we believe it’s safer than physical storage! Access to documents can be controlled at the folder level, and it also captures an audit trail of each one who had viewed a document, when it was accessed, and if any modifications are made to it. It’s not only highly traceable but can be tagged to trigger automated alerts.

Document management system

Saves time and cost

A document management solution can be a powerful, time-saving tool for data retrieval, so no more time wasted on reading and finding information. Depending on the solution your organization implement, a DMS can retrieve files by a word or phrase in a document, or apply index categories to a document or folder. Easier incorporation with the business applications helps in accessing critical information more conveniently and securely.

Auto-sync

With work from home being the need of the hour, it’s essential to find out means of better collaboration. We cannot afford to waste time sending and receiving emails or downloading and uploading documents. Document management systems comes handy to those who want to collaborate and work more efficiently –automatically sync files and update them across all locations. So, even if you have to access it from your office tomorrow, it won’t be a challenge for you.

Better workflow management

DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be granted and monitored. Since it offers Version Control, recovering older versions of the same document are also feasible if the need arises. This feature is significant when several parties work on the same document, and there are changes made to a document that was not meant to happen.

Working with remote employees can be highly beneficial for you, provided you make the maximum utilization of your resources. We have been successfully working with clients located in various locations and different time zones. If you want to make the most out of the current scenario, contact us, and we’ll be happy to help you.

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