The concept of modern business is not only limited by breaking the sophisticated hierarchy system of the traditional business, but nowadays the organizations are, and they are collaborating and networking with each other like never before. To maintain with the pace, every work should be done in the allotted time.
In case of organizations which work with a large number of files every day, doesn’t have the time to find a document from a pile of papers, that’s why the concept of document management has taken its place.
Keeping in mind that a document management system can be of many types, here we will discuss the electronic systems.
Digitization of documents is the future because handling paper documents can be a mess, as well as digitized versions are saving your time and energy.
Here this article is all about solving the query why a reliable document management system is essential for modern business and the best practices of DMS.
Why a DMS
As I have mentioned earlier, that digitized documents are going to rule the future, and as it will save time and energy, it will also be one step forward to being an environmental friend.
A document management system can take over the control of your all documents and can put them into an order, so when you need any document you can search with the keywords and the files would be in front of your screen. Yes, it’s that simple, no searching through the cabinets because DMS will act as a digital cabinet. The work procedure of the DMS needs to be cleared.
- The DMS not only store scanned data, but also it can capture e-mails, any reports that have been generated by the system or any other applications, it can capture all the documents for future uses.
- To make the search faster, indexing the files been done, so when anyone searches for a file, that file can be retrieved in a fraction of seconds with some right keywords, phrases or even plain text.
- No tension of paper documents being misplaced or lost, because all the documents will be stored in the server, so even any natural disaster like flood or fire accidents happen, the digitized documents won’t be damaged.
- If a company having multiple branches in different locations, then DMS is must, in that case, nobody has the time to find a document, then courier it, and other risks are that due to the callousness of the courier person many sensitive urgent files can get misplaced. So isn’t e-mailing is easier? Yes, it is. Other than that, document management and workflow software allows people to distribute files by any other file transfer processes.
- The main factor is always the security of the documents, as we all know if any confidential file goes in the wrong hand, disaster can happen. Eliminating paper documents will lessen the chances of this, as digital records can be password protected or encrypted. Password protecting is applicable even from the folder level, and only authorized persons can use certain files and folders.
- Modern businesses would need something more modern, that’s why the job of a reliable DMS is not limited to store documents, it can do more. You can have blind faith in it because it will be integrated fully with your system, and it can coordinate with other software as well, so if any report needs to be created, the DMS will do the job on behalf of you.
There are two types of DMS available:
- On-premise/self-hosted:The uses of this DMS is limited to the larger companies or corporate companies who have an active IT team. The IT team can take responsibility for the maintenance and security of the data as the files stored in this type of DMS will be stored in the server of the company. No other service provider even internet isn’t required to retrieve these files. Anyone outside the office can’t access the data. On-premise DMS is costlier than the cloud-based DMS. If anyone wants to have the updated or latest version of the software, then he/she needs to again pay for it.
A significant disadvantage of this is that it can’t run in both OS, either it will run in windows and not Mac and vice versa.
- Cloud-based DMS:The process of storing and retrieving is totally done online. So the internet is a big factor in the case of cloud-based DMS. The files and folders are stored in the host’s server; the host here is the service provider. It can run in any device with an active internet connection, so it’s not hard to guess that if anyone requires any file outside the office, he/she will be able to retrieve the data. The entire security and maintenance is the host’s responsibility so that it would save some headache. The payment method is monthly like you pay for internet, so it is not costly at all, updates are not payable.
The main disadvantage though is if the internet connection gets interrupted, then the access won’t be possible.
There is a third type of DMS, which is basically the mixture of the above two, this is called a hybrid DMS, where some files have only authorized access, which is stored in the on-premise server, and the files which are used regularly are stored in the cloud.
To implement this document management software in the system and to make the most of it, there are some simple things or logic that needed to be maintained.
- A simple, easy to navigate folder structure is always welcome in any organization when they are dealing with electronically saved data. A complex structure can make any employees confused, and sometimes it can also end in losing some confidential data in the market. Even if the structure is simple, it’s vital to arrange a training session with the employees.
- Reliable password protocol needed to be maintained while protecting a file or folder. Easily guessable password can cause damage in the privacy control of your documents. A secure password has at least one number, a special character and obviously the combination of capital and small letters. To maintain privacy, a regular password change is advisable.
- While sending an e-mail, make sure that you are dealing with a trusted service provider; otherwise, sensitive files can get leaked. Make sure encrypting the files before sharing
- Always update the latest version of the software, as many features can be more useful to you and your organization. I suggest you to read this blog and to me it’s really helpful for beginners.
There are some disadvantages, as well:
- Though the internet is not required in case of self-hosted DMS, still accessing documents is not possible if you have a broken laptop.
- The security is tight, though as hacking becomes a sophisticated process, the hackers can penetrate DMS.
- Working on a pc or laptop can affects the eyes, and always sitting on a desk can cause muscle cramps.
Ignoring the implementation process of DMS will be a foolish thing to do if you think that you can turn your traditional business into a modern one. Futurists are claiming that many useful changes can happen shortly with the use of DMS. Cloud computing has made its place in the modern market, and several modifications are waiting. Cloud-based environment claims to be the best while using a DMS, though it is highly advisable that using a hybrid environment in the workplace would be safer.