The importance of the digital document management system (DMS) has been acknowledged by offices the world over. However, many of them still rely on paper files and unorganised emails to share and store all their sensitive content.
Documents stored in isolated repositories, across many sources can cause information management problems. In some instances, they may even create compliance issues.
Furthermore, there are implications concerning storage that arise from this approach. For instance, a considerable portion of the workforce uses email to share documents with other people within the organisation, and more storage space is taken up by sending, storing and forwarding large document attachments. The risk here is that at the end of the trail, many copies of the same document exist virtually without proper management, or verification.
Such points illustrate the challenges that many organisations face when it comes to managing their documents. A better understanding of how the organisation’s electronic files flow and function is a valuable first step in setting up the right process. This knowledge is specifically pertinent to the IT and information management teams. Moreover, it is helpful to carry out a detailed analysis of the organisation’s files to identify elements such as volume, variety and location of the shared documents etc.
Thereby we can say that an efficient document management system is the need of the hour for many organisations, who are also vouching for such systems in a significant manner.
This year, when your IT management teams begin making plans, they should also prioritise DMS implementation for their organisation. It will help them in storing, managing and distributing their content in a safe, efficient manner while optimising workflow like never before.