How to Use Document Management Systems to Create a Digital Workplace

Modernizing the workplace can be an effective way to kick-start your business.  To initiate the process of modernization the best you can do is letting go of the traditional and dull work process and embrace digitalization.

The simplest and coolest way to digitalize your workplace is by implementing a document management solution in your company’s work process. It is the solution to maintain your paper documents securely and adequately, which is ultimately benefitting for your business because of the convenience it’s going to provide.

Getting rid of paper documents can help you in managing your workflow smoother, and that can have a great effect on your company’s productivity. Read this article on PC Mag and get to know its disadvantages.

The main purpose of this article is to discuss how you can use the document management system to create a successful digital environment at your workplace.

Before beginning, let me clear the concept of the document management system: Every office including yours produces a lot of paper every day to complete some work processes, the documents needed to be created, checked, forwarded and then stored for future use. In this way, everyday, a new pile of paper documents get created. It takes a lot of time to manage all the documents plus finding a particular document becomes hard in urgency; also you need to manage the storage of the papers by installing cabinets or drawers in your office. To save the time, energy, and resources, creating a digital environment at your workplace is worthy; the document management system (DMS) comes in this situation for handling all your documents digitally.

Let’s look at the details more elaborately.

Getting Rid of Paper Documents for Optimizing Daily Work Process

From making a product request to dealing with clients, from fixing a contract and to generating few invoices—all these processes consist of a lot of paperwork. By using the DMS, you can easily create EXCEL or WORD files to produce all those documents without any human errors and save them in no time.

By installing document management system at your workplace, you can quickly find any document within moments, because the system has file tracking software which enables you to do a “keyword search” for finding the document you need. This process is far better than searching for a file by going through a pile of paper documents, for more information you can visit https://www.filecenterdms.com/

The DMS gives you the option to scan all the previous paper documents and store them digitally- so the thought of going paperless would not remain only as a thought, and you can actively implement it in your office.

Dealing with the clients become more manageable and professional because every conversation can be made by sending e-mails and those e-mails get stored in DMS for future use, and as mentioned earlier can be found by just searching with a keyword or phrase from the content. In this way, the work process goes smooth and faster because there’s no need to spend money and wait for the courier company to deliver your documents when you can contact anyone by sending them e-mails.

Managing Internal Workflow

The document management system is not only for managing your documents; it can also help you in managing your internal workflow. The programming of DMS is constructed in such a way so; it can automate the workflow on behalf of you. Some repetitive task can be performed by DMS, as well as generating reports or invoice, checking them for any errors and notifying you for any pending approval—the DMS can quickly do all. Once the employees do not need to do repetitive and dull work every day, their energy can be used in some productive work. You may found useful tips from Forbes here – https://www.forbes.com/sites/forbestechcouncil/2018/05/29/10-strategic-ways-to-automate-your-internal-business-workflows/

In this way, you can deliver your service or project to the clients within the given time, and that can help you make a strong yet professional connection with them.

Storing Documents

Needless to say that paper documents create a mess; and the paper documents can get easily damaged, modified, or stolen. It’s become hard to secure confidential paper documents. With the help of DMS, you can be sure that your documents are safe and secure. Digital documents can be protected by using passwords, and you can secure your documents from the folder level, and it is also possible to let some employees have access to go through some particular confidential documents. While sending an e-mail, you can encrypt the attachments for extra safety. Plus the security of DMS is quite stringent, which makes the hacker impossible to penetrate it. The only thing to keep in mind that you need to make sure you are dealing with a trustworthy and experienced service provider.

On the other hand, your digital documents won’t get affected because of any natural disaster, because all your documents are getting stored virtually, so you can retrieve them any time you want to.

Cloud

Most of the DMS service provider use the cloud as their offsite storage, and by properly utilizing the benefits of cloud computing, you can literally make your workplace digital. You don’t need to install any server in your office for storing documents. Anyone in your office can have access to the documents from anywhere, as the cloud makes the documents available on any device that supports and have an active internet connection.

Collaboration

Cloud computing helps in collaboration too; because employees do not need to leave their desk to share a file with other employees, they can send and receive data by sitting at their desk only. On the other hand, the collaboration is not limited by sitting on the desk only; any employee can share files even from their home or any other places if he/she is connected via the cloud. If you see in a digital perspective, you can realize that the ability to manage documents by sitting anywhere and passing the required information to other team members can be a great help while working on a project, which is never possible when working with paper documents.

Artificial Intelligence

Artificial Intelligence like Google Voice recognition, ALEXA, or SIRI, document management system allows voice recognition too. Using this technology, employees can be able to perform multi-tasking, because they can use their hands for completing some tasks, but they can also pull related information by using their voice. This opens up lots of possibilities and can be considered as a primary aspect of turning a workplace digital.

Futurists are claiming that digitalization is the future, and no one can ignore it. To remain competitive and efficient, many organizations have already taken steps towards digitalization. One cannot deny the benefits of a document management system in the history of digitalization. If you want your company to participate in the global competition, start by integrating document management system to maintain the pace of work with other similar companies, go digital and improve your work efficiency for a better future.

Posted by Dragan Sutevski

Dragan Sutevski is a founder and CEO of Sutevski Consulting, creating business excellence through innovative thinking. Get more from Dragan on Twitter. Contact Dragan