Why Use Document Management Systems?

By Doyle Christensen

Document management systems have evolved through the years as the technology has improved. In the past these systems were merely about keeping track of where paper documents were filed so they could be easily retrieved when needed. These days, however, electronic documents have become a more popular alternative to hard copy papers, and document management systems are all about indexing and storing them. In addition, these systems can also convert hard copy documents to e-documents.

Another benefit of document management systems is easy routing of documents. Instead of creating multiple hard copies of documents that will be delivered to personnel within an organization who need them, these systems allow immediate access to e-documents. And the staff member does not even have to be physically in the office to be able to access the document; they can be working from home or out in the field and still be able to get the documents they require through the Internet. Electronic routing also ensures the security of documents since there is no longer any risk of misfiling.

Document management systems can also ensure greater security of sensitive documents by allowing them to be read only by selected staff members. Documents can be protected by password protection, allowing only employees who have the password to be able to read them. This is more secure than a locked filing cabinet. In addition, documents can also be locked such that only those who are authorized can modify them, ensuring that the integrity of the document is safeguarded. These systems can also be securely stored and backed up in a variety of storage media. For example, electronic documents can be backed up in a flash drive or a removable hard disk. Documents can even be stored off-site in a hosted archiving solution. This will ensure that important documents will not be lost in case of catastrophes such as fires and hurricanes.

What are the system requirements of document management systems?

1.

Scanner and scanning software. This device is required to convert paper documents to digital versions. And scanners are available in various sizes, from manual flatbed scanners that can handle legal-sized documents, to bulk scanners with automatic feeders.

2.

Document Management Software. This software allows you to manage digital documents by assigning them tracking numbers, assigning them to dockers and allowing them to be accessed by selected users.

3.

Storage Device. These range from a hard drive on a server to dedicated storage devices. In addition, offices with sensitive documents may also choose to pay for an offsite storage solution to further guarantee document security.

Although the switchover to document management systems can be expensive, due to the cost of buying the required hardware and software packages, in the long run an organization can enjoy substantial cost savings that will more than offset the expense of the switch. For example, the company will no longer have to maintain physical filing cabinets to store paper documents, as well as absorbing the labor costs of having to file and retrieve documents.

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