5 Reasons Why You Need a Document Management System - WSIL-TV 3 Southern Illinois

5 Reasons Why You Need a Document Management System


Picture this: It’s another day at work, and all of a sudden, your printer jams. You’ve got hundreds of papers to print and no way to get them out. Even worse, the printer manual is nowhere in sight! You try asking your coworkers, but all they do is scratch their heads.

Sound relatable? We get it. This is one of the many reasons why document management systems are so critical to businesses.

It Gets Solutions FAST

In the scenario above, part of the problem is that you’re wasting time trying to figure out how to solve your problem! There’s no solution in sight, and you have no idea where to begin to get the printer fixed.

With a document management system, you don’t have to worry about that. DMS comes right out to you and fixes your problem. If you have an issue, your printer alerts the document management provider.

The provider (us!) then comes out to your location and fixes it on premise. In the last decade, having someone on hand to repair your printer was unheard of. In fact, most businesses were completely paper based.

Today, document management systems have made printer errors a minor issue for both small businesses and large corporations. Some of the key features make asset management and paper documents far easier to organize.

Productivity Increases

In the old days, half of your workday could be spent hunting through filing cabinets and drawers trying to find a single document.

With a document management system, your files are digitized and kept in clean, organized systems. All your documents are stored in one place that any employee can access through the internet.

Taking away time spent hunting for files allows more time to be spent doing important tasks.

It’s MUCH Safer

Data and cyber security is a huge issue facing companies today. So many companies are getting caught up in security breaches.

Having files that are encrypted and safely stored in a document management system dramatically reduces the risk of security breaches. With DMS, a full team of IT techs is devoted to taking care of your documents and making sure they’re secure.

It’s Easier to Access

Accessing data from the past can be a pain. You have to hunt through tons of old records looking for what you need.

The good news is that with a document management system all your files are organized and are clearly labeled. Your data will be sorted into categories and dates that make sense for finding past data.

On top of that, when you’re working remotely, you don’t need to worry about not being able to get to the documents you need. No matter where you are, you can get online and access the necesary material.

You can also share documents through the system, ensuring that anyone you need to collaborate with can also reach the documents they need. The collaboration tools offered by a web based document management software is an excellent solution for companies with remote workers.

Document management systems are a great solution to a lot of company organization issues. Keep your documents easy to find, easy to access, and easy to use by setting up a CapX Solutions document management system today!

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