All You Need to Know About DMS: Document Management System, and The Pros and Cons
April 14, 2020
Last updated on July 11, 2022
In the digital era, more and more organizations are clinging to Document Management Solutions to help mitigate their problems in handling their documents as these solutions are designed to manage, store, and distribute business records. Despite its numerous benefits, there are several disadvantages to take into consideration before you decide on the best way, you’ll manage your records.
For this post, we’ll tackle the advantages and disadvantages of a Document Management System
What Are the Advantages?
Creates A Single Source for Everything
With Document Management in place, all digitized information is stored in a single repository making retrieval a quick process.
Enhanced Security
Security is one of the main reasons why organization prefers having a document management solution. Through its feature, you are capable of controlling the access of certain users, set security level for documents and attached encrypted codes to track the activity of a certain file. Managed documents are highly traceable and can be tagged to allow automated alerts.
Cost-Effective Solution
The cost to rent warehouses is rapidly increasing and by having a document management solution, it can help the organization reduce the need for filing cabinets or storage bins thus freeing up more office space and saving cost on property rents.
Seamless File Sharing
File sharing is one of the key components of a document management system. With such type of access granted, it allows better and efficient collaboration in sharing data from one person to next.
Improves Employee Productivity
Back then, retrieval of documents from office cabinets or warehouses could take hours or even days thus hampering the overall performance of your employee. But with a document management system in place, retrieval becomes an effortless process as the solution gives outright results within a matter of seconds.
What Are the Disdvantages?
Dependency On Technology
Digital era means relying heavily on technology. But what if one day, technology becomes a liability? With this in mind, organizations should also consider not having to depend too much on technology in case it becomes a problem in the future.
Security
With information sharing as one of its features, there’s always a possibility that the information handed might end up in the wrong hands. Other than that, the biggest threat in security is in the internet as business records are the types of information that hackers would love to get a hand on.
Equipment Cost
Whenever an organization decided to go paperless, a huge volume of data must be scanned. The hardware needed for this type of scanning service would need a substantial amount of money.
These are the different advantages and disadvantages of having a document management system. Given the different points discussed, it definitely shows that the Pros outweigh the Cons of the solution.
To know more about our Document Management System, feel free to contact us.
Enadoc is on a mission to help successful organizations use digital technologies to reimagine their client and employee experiences, culture, and business model and bring digital transformation to the core of their strategy with its cloud-based document system. Enadoc is a green pledge company in Asia that helps companies reduce their carbon footprint. Digital transformation starts today by fixing the past: digitizing documents and replacing paper-based or manual processes with efficient cloud-based and SaaS solutions such as Enadoc Enterprise Content Management System, Evia, Flowdoh, and Outsourced Scanning Services.
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Frequently Ask Questions
A system or process used to collect, monitor, and store electronic documents like PDFs, word processing files, and digital images of paper-based content. You may save time and money by using document management.
There are types of Document Management System: Content management, Workflow management, Record management, Document Imaging, and Enterprise Content Management.
It can do more for your business with increased collaboration and productivity. It should also allow you to easily share files and integrate them with your company’s existing application.
With Document Management System (DMS), you can:
- Organize and Search documents easily
- Access files anywhere and anytime
- Collaborate with your colleagues
- Save time and be more productive
Having a Document Management System will:
- Capture and Upload digitized documents.
- Manage your files in a secure cloud environment.
- Protect your documents with security features keeping your data secure from internal and external threats.
- Tags to simplify document indexing and searching process.
