A document management system (DMS) is a piece of software that helps you manage your company’s documents. It helps you organize files to make them easier to find and save.
A DMS can also help you track the status of documents so they don’t get lost or forgotten. You might not think of your company’s paperwork as vital business information, but these unorganized files can become a huge pain point for business owners.
If your organization has more than one person who’s responsible for handling paperwork, a DMS could be an essential tool for everyone in the office. Read on to learn more about what a DMS is and why you should invest in one if your company handles paperwork regularly.
What is a document management system for?
A document management system is used to manage everything that goes into the paper. It’s used by offices that have a lot of paper, including receipts, invoices, contracts, and other paperwork. This type of system may also be helpful in other types of businesses, like healthcare and retail, where the need for paper is low but the need for a system to organize it is high.
Paper management can become a real headache for a business if it’s not managed carefully. Paperwork can get lost in filing cabinets, thrown out, or misfiled. This can cause big headaches when it comes to filing and retrieving documents.
A DMS can help solve these problems by keeping track of what’s filed where and letting you search for documents easily.
Benefits of a DMS
- Helps Organize Paper - A DMS can help paper management in both the short and long term. It can help you keep track of when certain paperwork has been filed or where it is, which can prevent paperwork from getting lost or misfiled. It can also help you find papers if you have a filing cabinet that’s a little messy. - Tracks Status of Paperwork - A DMS can let you keep track of the status of paperwork.
For example, if you have a contract that hasn’t been finished, a DMS can let you know when the contract is complete. If you have an invoice that has been outstanding for too long, a DMS can let you know when it’s due. - Saves Time and Money - A DMS can help you save time when it comes to paperwork and money, too.
If you have a lot of paper, it can help you keep track of how much has gone into the recycling bin or the recycling truck. It can also help you see the expense of paper and let you know if it’s worth it to print or send paperwork electronically. - Can Be Used Across Office - A DMS can help you keep track of paperwork across an entire office, no matter who has access to the system.
This can help avoid complaints about lost paperwork and help people in a busy office find important information.
How to find the right DMS for your business
If your company frequently handles paperwork, a document management system could help you stay organized and save time. To find the right system, you’ll need to examine your organization and how you prefer to handle paper. If you and your co-workers prefer to file papers neatly in a filing cabinet, for example, that won’t work for most businesses.
Next, you’ll need to look at your paper management style. Do you like to take notes on paper? How often do you print or write on paper? These details can help you decide if a DMS is right for your company.
Choosing a Document Management System
Choosing a document management system can be tricky, especially if you have no idea what you’re looking for. The best way to find the system that works best for your company is to conduct a trial of different systems. Start by testing out the free versions of different systems.
You can often download these for free for a limited time before you’re required to pay a small fee. This will let you try out different features without committing to a full system. You can also try out a DMS for a single day or for a few hours at a time. When you do this, pay attention to how you like using the system. Do you like using the features? What does the interface feel like? How easy is it for you to navigate?
Final Words
Paperwork can be a pain point for any business, but it can create problems in tiny businesses. A document management system can help you stay organized and save time. The best way to find the right system for your company is to conduct a trial. Test the free versions of different systems and see how you like using them. Once you’ve found your favorite, commit to it and make it part of your office’s workflow.
