It happens more often than we care to admit that we need to find an urgent document on our computer or the cloud, but as we search in all the places that it should be in or we thought it was in, we can’t find it. You know that’s it somewhere in there, but you’re already wasting time in finding it, and feel nothing but frustration mounting.
This is just one of the several other reasons you need to consider a Document Management System (DMS) for your company. Whatever your company is about, whatever industry it is in, you will rely on documents. These documents need to be at your disposal quickly and efficiently, which is why you need a software system to do that for you.
Since you’re wondering how DMS can help you, here is more information for you and reasons why to use it.
Better communication and collaboration
Any business performed well is a teamwork effort. Important documents need to be shared by the different employees involved. This is not the age where there is only one person with the key to the drawer and that person didn’t show up today! This is the digital age, and anyone involved in a particular project at work needs to have access to the information. This can easily be done using an Electronic Document Management System (EDMS). With EDMS, employees might be in totally different geographical locations but still able to share documents and collaborate together on their next tasks or decisions to take. It also becomes easy to update documents and keep track of them.
Prevent costly mistakes
A misplaced document or one that is not received on time can cost your business money. Other businesses, clients or customers don’t have all day to wait for you to find an important document in order to continue on into possible future dealings with you. A delay on your part could lead them to simply find a company better organized and more efficient. Why risk this, when using EDMS simplifies and organizes files and documents for you? With just a couple of clicks, the documents you need are ready and available.
Reduce paper reliance
If your company is still paper-based, you can save money by becoming digitally-based. In fact, companies that make between $500k and $1 million annually can save as much as $40,000 yearly when they switch to an EDMS. This will also make your company a much more eco-friendly business.
Nearly 20% of an employee’s time is wasted by looking for internal information or locating co-workers to help because the information they need isn’t readily available to them. This wasted time could be put to much better use.
By having a centralized location for documents, contracts, and other vital information, you would be in fact clearing up all the muddle we have unassumingly created over the years by using our laptops, mobiles, desktops, email, etc. Instead of having everything scattered, you and your employees will become organized and find it easy to locate documents when you need them at the time you need them.