Not so long ago it was thought that computers would create a business world where paper was no longer used or necessary. However, paper forms and documents are still very much a part of business operations. Most companies today use a hybrid of traditional documentation along with computer programs and digital files. But without an effective document management system, what exists is collection of files in different formats with no unified storage system, tracking, backup, or access control – all of which are features of a document management system or DMS.
What is a Document Management System?
A document management system is a computerized method of capturing, tracking, and storing documents electronically. The digital form is typically a .pdf file, but there may also be other document file formats such as .doc, .ppt, or .xls, along with graphic or image file formats like .jpeg, .tif, and .png.
One thing is sure; office document management is critical to the success of many industries, including retail, e-commerce, finance, healthcare, legal, education, government, high-tech, and engineering/construction.
DMS – An Automated Solution for Documentation
Businesses that generate a lot of documents face numerous challenges. Outdated office procedures rely on a haphazard computer filing system that strains computer memory and storage and offers very little automation help.
So, can document management solve your paper problems? The answer is a definite yes! Today’s document management is not just a place to store customer forms or financial and business data. DMS is a business solution that streamlines back office operations, while also creating an audit trail and locking sensitive documents to be viewed only by certain personnel.
Benefits of Document Management
Easy to Retrieve Information
Once a paper document is digitized or entered into the document management system, you have an electronic version that can be found with a simple search by keyword, customer name, invoice number, or case number.
Data is Safer and More Private
A document management system allows you to file data with an encryption key, which is crucial when documents are transferred over the internet. You can also set security levels to control who accesses your company’s most sensitive information.
Automatic File Conversion
Paper documents can be scanned into a DMS and saved in different formats, such as .pdf files. The beauty of a pdf file is that the document cannot be edited, so you never have to worry about someone altering documents unless another version is created.
A document management system also creates an audit trail of any and all changes made to a document. This electronic trail can be used if a client dispute arises and is often necessary to satisfy stakeholders, corporate directors, and the IRS that the business is performing good governance and fulfilling compliance requirements.
Contact Golden Gate Office Solutions today to discover how our document management system can benefit your San Francisco and San Francisco Bay Area company. If you’re ready to get more out of your digital documents and automate tasks that would otherwise take hours to perform, we can help.
