Top Four Advantages of Document Management Systems - Maxxvault

1. Top Four Advantages of Document Management Systems

2. What is Document Management Systems Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. Document management is how your organization stores, manages and tracks its electronic documents.

3. Why Document Management is Necessary for your Organization • Having a Document Management system in place promotes quicker and easier collaboration among employees, especially across geographic locations. • By having document management software, it is easier to keep track of documents and keep them up-to-date. users can simply upload a document then manage the updates and versions online through their intranet. • It makes it much easier and faster to locate the right information.with a few clicks of the mouse, the document can be found and used accordingly. • Having these documents online and accessible from anywhere is more efficient and can save a lot of time and stress. with our Mobile Intranet application, we make your intranet available from your mobile device, making getting a certain document even easier, especially when you’re on the run.

4. Features of Document Management System • Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s. • Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before. • Roll-back, to “activate” a prior version in case of an error or premature release. • Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system. • Annotation and Stamps.

5. Advantages of Document Management Systems • The advantages of document management systems outweigh any difficulty in setting them up. It takes time to convert the many digital and physical document management systems into one, cohesive program. However, putting everything together increases employee efficiency and file sharing while slashing archiving costs. Backups are more reliable than ever when they can be stored digitally. • Following are the advantage of document management system. • 1. Increased employee efficiency • 2. Reliable backups • 3. Low archiving costs • 4. Safe file sharing

6. Increased Employee Efficiency • One of the advantages of document management systems is that they increased employee efficiency. • Document management reduces the amount of time that employees have to spend on small value tasks. Instead of spending their time combing through archives, they can do a document search and find what they’re looking for in seconds. • This allows them to work quickly and efficiently, getting more of the high-value tasks on their plate handled day after day.

7. Reliable backups • Document management systems is the ease of access to reliable backups. Physical and digital documents make it difficult to get a complete backup of your work. Instead of using a patchwork of files and paper documents, you can create full system backups. • These backups can be stored on cloud services or multiple discs to ensure that you can wipe your system and reinstall everything at a moment’s notice. Such drastic measures are seldom necessary. • However, in the event that your system is compromised, nothing is more useful than a total backup.

8. Low archiving costs • Storing files digitally is much cheaper than storing them physically. Energy is cheaper to businesses than space. Rather than maintaining physical archives and having to prune your paperwork every few years, store your files in a cloud or on a series of servers. • This is another advantage of keeping your document management digital. Just like it’s easier to have backups, it will cost your business less. • This is a win-win for small businesses who need to trim as much as possible from their operating charges.

9. Safe file sharing • File sharing is a weak point in many systems. When you send a file through a third party program, you no longer have control over what happens to the file. Instead of handing out copies of potentially sensitive information you can use your document management system to share your files securely. Instead of taking files out, you grant access in. • You can keep tabs on who is accessing which files and ensure that no one can copy or distribute them without your permission.

10. Contact Us 3340 Veterans Memorial Hwy, Suite 400 Bohemia, NY 11716 (631) 446-4800 support@maxxvault.com To get more information about document management system, visit our website - www.maxxvault.com