How do businesses manage their documents? In the old days, companies might have kept their paper-based information and records in filing cabinets. Thanks to advances in technology, they can now upgrade to document management systems (DMS) that create, store, manage, and track electronic documentation. They encompass:

  • the computers or cloud networks that hold the data
  • any devices that scan paper documents and turn them into digital files
  • the software used to access and update this information

What Can a DMS Do for You?

A document management system offers multiple benefits to small and medium-sized businesses. The DMS may streamline workflow, improve security, and trim expenses.

One of the biggest advantages is how DMS improves productivity. In the time it takes to find a critical paper file in a crowded room of filing cabinets, an employee could have searched for the relevant tags, edited the document, and saved it to the cloud or a database. A DMS also encourages collaboration between departments and enables faster responses from outside contractors. All of this improves workflow within the business.

The importance of information security cannot be overstated, and DMS providers are very aware of this fact. These system providers aim to keep on top of software patches and other tech security updates to stay competitive and provide their clients with superior security.

A DMS also keeps your data secure from threats other than those posed by cybercriminals. Do you live in a part of the country with regular forest fire threats? What about flooding or severe weather? A document management system houses your information more securely than a locked file room. You can also use features like data backup if your computer network crashes.

Finally, many DMS users have found their overall costs go down. After all, they don’t need to spend so much on print-related expenses. They also don’t need to rent or construct a climate-controlled filing room.

Control Your Data with a Document Management System

Document management systems streamline information flow in companies of every size and offer other advantages such as trimmed costs, smooth workflow, and a high data security standard.

Could a document management system benefit your San Francisco Bay Area SMB? Contact the team at Golden Gate Office Solutions today to talk to one of our experts. We can help you find the right system for your business’s needs and budget.