Tuesday Tips: What Is Document Management Anyways?

Tuesday Tips: What Is Document Management Anyways?

Keepin’ It Simple

Document Management (DM) provides a means to organize and store various documents while simultaneously allowing productivity of existing work and supporting organization­-wide sharing and content creation.

Here Are a Few Ways that DM can Help Your Productivity

Companies have the opportunity to increase productivity through the use of Document Management. Here's how:

DM is capable of,

  • Manages and centralizes content: DM is capable of housing all of a company's documents in one central location.
  • Locates, stores, and organizes documents: By using Document Management a company can have a digital filing cabinet that is easily accessible and organized. Often times the programs used are capable of searching throughout the stored information via keywords to decrease the time searching for one specific document. Organizing by categories and indexing documents is another great attribute of DM software.
  • Ensures consistency of documents: This feature enables companies to organize their content in a consistent way across the board, regardless of the user.
  • Manages the metadata of documents: Promoting efficiency within a program is always a welcome feature; therefore, metadata management is a favorite feature of many DM users.
  • Protects documents from unauthorized users: Possibly seen as one of the most important features of Document Management, companies want to ensure that those who are viewing and editing their data have the authorization to do so. User actions can be limited in ways such as, but not limited to, viewing capabilities, restricted access, and printing options.
  • Streamlines business processes to promote consistent document handling between users: When using DM company­wide then all employees are required to use the same program; therefore promoting consistency from user to user.

What Are the Advantages of Document Management?

If the previously stated items aren't enough to convince you of the benefits of Document Management here are a few more:

  1. Improved document searches
  2. Disaster Recovery
  3. Reduced Storage
  4. Improved Security
  5. Flexible Retrieval and Indexing

Where to Turn?

If you believe Document Management is something your company would benefit from please contact us!