Without a doubt, document management is one of the most relevant requirement in most companies today.

The amount of operational, administrative and supporting documents generated has increased notably and the digitization of information is a must for most modern organization intending to improve their efficiency and productivity.

In many cases we find that the “document” itself is the most important asset of a company and on which most of their work is based.

We can see it clearly in transport companies or industry, forced to handle a large amount of information and documents to carry out their daily activity. Or even in companies that focus all their professional activity online (digital newspapers, online distributors), etc.

The importance of document management system can not be over emphasized.

What exactly do we mean when we talk about document management?

Document management consists of controlling in an efficient and systematic way the creation, reception, maintenance, use and the disposition of documents.

Easy to say, but not so easy to implement… Why? Because when it comes to managing documentation in most companies, series of problems are often encountered leading to reduced visibility and agility when it comes to generating and finding necessary information.

Duplicate documentation:  Information storage systems in folders generate waste of time for most organization. File storage in the different directories, often improvised and random, cause duplication of documents locally and in central systems, as well as in folders and directories.

Disadvantages of not implementing a document management system

Limited storage capacity: those of us who also work in infrastructures know perfectly well that the cost of storage, despite the decrease in the price of the gig, increases constantly and quickly, since the generation of documents does the same way.

Information security flaws: confidential data is often exposed due to the complexity of creating a hierarchy of access permissions. The loss of documents due to accidental deletions or the use of tools such as dropbox or similar create security holes in pursuit of greater agility in the disposition of company documentation.

Loss of visibility: we find problems in document version control (which many times have legal conditions attached), also in communication between employees in the preparation of documents, lack of information in the commercial part which prevents the reuse of proposals complex. In short, challenges that represent cost in terms of time (and money) for most companies.

When we are aware of these problems, we begin to seriously consider the implementation of a document management system.  When considering the implementation of a document management system for an organization, it is essential to consider the type of company and how best this can be deployed.

Some companies require the management of office automation documents, others graphic files such as images or videos, or the comprehensive management of all types of files.

Why is the adoption of a document management system essential?

The importance of document management system to an organization:

Helps avoid the loss of documentation, since all documents are integrated and identified in a single system.

It avoids the loss of time in the recovery of the documentation and allows the control of access and security of the information, preventing unauthorized persons from accessing the contents.

Establishes collaboration between the different organs of the company for optimal management of the system itself.

What functions must a document management system fulfill?

There are three main functions:

Coordinate and control any activity related to documents: creation, reception, location, access and preservation.

Custody and recover the documentation generated with the necessary efficiency so that it does not represent an impediment in the activity of the company.

Guarantee the proper functioning of the organization and compliance with current legislation, ensuring the adequate preservation of the organization’s documentary assets.

And for these requirements to be met, it is very important that the system chosen by companies includes the following key functionalities at the operational level:

Complete and simple user management: the definition of permissions in the access to the documentation should be easy to manage by the system administrator, since it suffers from constant modifications.

User interface: the usability of the system is essential so that the learning curve is minimal and the use of the functionalities is optimal.

Integration with office automation programs: especially with the Microsoft Office package, which greatly facilitates the generation and storage of documents.

Text digitization: Optical character recognition is of great help when it comes to eliminating paper in business processes.

All highlighted functionalities helps to increase the productivity and efficiency of production and administrative processes, allowing our employees to communicate, collaborate and share information simultaneously, in real time.

Would you like to learn more about our open bee document management solution and how it can help your organization? Contact us here for any inquiries you may have. We look forward to hearing from you!

You can also send direct email to : info@computerplusng.com