Document Management Systems: What are they and what are their benefits
The exponential progress of Information and Communication Technologies has given birth to the Information Age, an era marked by the central role of data in the most varied fields. From medicine to entertainment and from politics to sports, the information explosion has caused an unprecedented revolution in all areas, with particular repercussions in the business world. Indeed, information’s specificity and abundance are so relevant to business development that data has come to be considered as the most precious asset, the ” 21st century’s oil”.
Under these circumstances, it is not surprising that companies, especially in recent years, have decided to migrate massively from physical to digital support, using different types of Document Management Systems. Guaranteeing efficient methods of tracking, managing, storing, controlling and safeguarding documents is absolutely central to the successful development of any business. For this reason, the implementation of a Document Management System, that responds to the needs and inherent characteristics of each organization, started to be considered as a decisive factor for the development of companies.
Now, a Document Management System, also known as DMS, is a set of processes, actions and digital methods used to generate, manage, modify and save any type of electronic documentation. It is a software that works as an enormously valuable tool in the business environment since it makes document control much more dynamic, preserving the integrity of the information, speeding up its recovery and facilitating strategic decision making. Currently, the implementation of a Document Management System, more than just a possible option, constitutes a real operational need, fundamental for business success.
Benefits of a Document Management System
Since the modern market offers different types of Document Management Systems, with particular advantages oriented to a specific purpose, it is very important to choose it properly. Its effectiveness in a business environment depends, mainly, on the software being simple, clear and intuitive. Furthermore, it must be adapted to the general characteristics of the company, the type of documentation to be managed and the practical convenience of the users themselves. Obviously, the implementation of a Document Management System should never be decided in a hurry, since this can have serious consequences for the business development.
Specifically, the benefits of a Document Management System are the following:
- Information centralization: a document management software not only allows to save all the information in the same program but also to access it from any electronic device, at any time and place.
- Immediate availability of information: this system optimizes the search for documents so that it is possible to have the necessary information instantly, with data that is literally just a click away.
- Increased productivity: fast access to documentation makes search processes simpler, allowing employees to reduce time, work with less distraction and be more effective.
- Agile documentation exchange: thanks to the implementation of a Document Management System, teamwork is significantly faster and easier, achieving higher levels of productivity.
- Process integration: since information management provides for a fast exchange of data, the incorporation of files and documents into systems and organizational processes becomes exponentially more dynamic.
- Security and confidentiality: as not all employees must have access to all the information of a company, it is important to be able to manage the entry permissions according to the tasks assigned.
- Document preservation: another great advantage of a Document Management System is that digital files do not deteriorate, change or suffer any alteration over time.
- Reduction of loss risks: electronic storage and protocols to prevent document loss significantly reduce the risks of loss or dispersion of information.
- Cost reduction: in general terms, the different types of Document Management Systems are characterized by the fact that they offer the benefit of reducing costs related to data storage and administration.
- Redundancy prevention: a software of these characteristics has the advantage of avoiding duplicated documents that can generate confusion, and even lead to serious inefficiencies.
- Simultaneous editing coordination: when several employees work simultaneously on the same document, the program prevents the loss of modifications or revisions of any kind.
- Recovery of previous versions: the implementation of a Document Management System allows the recovery of previous versions of work, so it is possible to know and take advantage of the successive changes of a document.
- Environmental care: in addition to all the benefits mentioned, the different types of Document Management Systems agree on one last point, making it possible to have a much more environmentally friendly attitude.
LOYAL SOLUTIONS, much more than a Document Management System implementation
Over 20 years of experience, presence in 13 Latin American countries, more than 150,000 clients and ISO 9001:2015 certification, in LOYAL SOLUTIONS we offer companies a Quality Management System specifically designed to provide collaborative solutions in an organized and effective way. In fact, we are a leading company in technological systems for the quality, risk and compliance management of corporate areas, with products aimed at optimizing business processes and services developed to maximize customer satisfaction.
LOYAL SOLUTIONS has an avant-garde architecture based on a platform that combines simplicity and power with the aim of facilitating the management, communication and mutual collaboration of all areas of a company. In this way, we provide 5 specific modules, namely:
- RSK: Risk Management.
- CMP: Regulatory requirements.
- QMS: Quality Management
- KPI: Management indicators.
- DMS: Document Management.
In particular, our document management software or DMS presents a set of database management programs for the processing of scientific, cultural, technical and business documents. Indeed, our DMS module provides the ability to manage all the documents generated in a company by controlling, reviewing, publishing, updating and consulting the various members of the organization. In addition, this module guarantees that each member has immediate access to the required information in a total or partial way.
Available in different languages and fulfilling the strictest quality standards, the management software of LOYAL SOLUTIONS combines the knowledge of the local market with the global service in order to help companies to simplify their processes and improve their performance. For all this, LOYAL SOLUTIONS offers much more than the implementation of a Document Management System. We are the company’s best ally, collaborating strategically in the search for its maximum performance, promoting excellence in each of the production and service stages.