The Deeper Impact of Implementing Document Control Software
Posted on: 19/11/15
“Voluminous growth in data compliance and regulatory issues, the need for a faster decision-making process and requirement for a contingency plan for any disaster and security issues are the factors of driving the adoption of DMS.”
- FinancialExpress.com, (2015). ‘Growing prospective of Documents Management System amongst SMB’s’. Online <http://www.financialexpress.com/article/industry/companies/growing-prospective-of-document-management-system-amongst-smbs/41592/> Access Date: 04 November 2015.
The article was written earlier this year and explains the features, advantages and benefits that document management systems are providing to users as well as the growing demand to implement them into small to medium businesses because of deeper advantages.
Document control software is identified as what is needed to access, modify and centrally store documents to relieve the tedious tasks of manual archiving, distribution, and creation of document versions. The services which the software can provide such as large amounts of storage, versioning of files and electronic records, easy to use search features and recovery of documents all contribute extensively in the efficiency of the operation process and as the article explains the factors behind the growing demand for document control software in businesses.
The articles states, ‘Apart from providing massive leverages that can be measured in terms of financial returns and cost cutting. This system contributes towards the overall improvement of enterprises by administrating a competitive edge in the market.‘ To gain overall improvement in the business, document control software used by businesses should provide effective intelligence for efficient delivery. Unorganised content makes it difficult for organisations to use the available data and extract business related information; document control software enables the quick and easy retrieval of valuable data; helping businesses organise information and establish a more efficient process with multiple and various features such as indexing, metadata utilisation, keyword tagging and document query options.
Document control software that can enable organisations to manage tasks effectively and streamline the processing of documents, from unstructured content to structured documentation provides the growing demand of a paper-less system.
The article explains that document management systems are excellent in maintaining confidentiality and privacy of documents and information; with the document control software it makes things simpler, by managing the consistency of documents and protecting any documents from unauthorised use. Using document management systems improves security in all aspects of an organisation, with permission functionality to control documents at different levels of update authorisation and accessibility.
The article also states, ‘Apart from these advantages, a number of serious issues such as regulatory compliance, generation of invoices of data input itself are addressed effectively with DMS.’ As a software company we like to develop further than the defined, and appreciate the article highlighting much more of an internal improvement than just the management of documents while using documents control software.
The ability of document control software is limitless and its implementation is not just to transform an office to a paper-less process to store documents. The implementation of document control software is to assist adding efficiency and security into the workplace while improving internal operations, customer satisfaction and the quick circulation of information or business news.
Want a paper-less office but add value to your business?