Here Are 5 Indications Your Company Needs an Online DMS

4 min read
17 December 2022

Do you know what document management is and if it's a good fit for your company, or are you only hearing about it now?
Online document management solutions, in a nutshell, provide a place for users to deposit both physical and digital documents. Once considered a "nice to have," document management software is now a need for modern businesses. Failure to manage documents effectively can result in lost revenue, unhappy customers, and noncompliance with record retention and privacy rules.

Are you still unsure? Take a look at these five indicators to see if document management is the right move for your company.

You can't have your staff members respond to customer inquiries over the phone. A customer phones and requests a written copy of their agreement. In what time do you think you could track it down? When compared to simply mailing it, how long would it take you to send an electronic copy?

You require document management if your answer is longer than five seconds. By keeping files in a central location online, you can easily retrieve the required file by searching for it with relevant keywords or index values, before sending it by e-mail. Do it all while the customer is still on the line.

Due to documents that "slipped through the cracks" or were misplaced, you have lost business or potential customers. Have you ever lost a legally binding document? Or forgotten to respond to a customer's request for a price? Having a document management system in place reduces the likelihood of losing vital records by having all incoming paper documents scanned into the system as soon as they are received. In addition, digital files can be uploaded to the online archive for streamlined document management and access.

When you look in a folder, you see at least five identical copies of the same paper. The occurrence of such a thing is common. More than 80% of the data found in an office, according to some estimates, is either useless or redundant. You can quickly distinguish between different versions of a document or whether you have a duplicate by scanning and tagging your paper documents.

There isn't any room for new hires because every available surface is covered in paperwork and filing cabinets. You need a web-based document management system if you have so much paper at your workplace that you can't afford to hire more people or, in some circumstances, you have to move to a new location to support your files.

Document management may help you get rid of the files and filing cabinets in your office, whether you decide to start scanning in your old documents and whittling away at the heaps, or you simply stop adding to the expanding mountains of paperwork.

You have certain files that require temporary storage away from the office. This is a major deal. Really, really, really, you need a document management system if you or your employees have to get up and drive to an off-site location every time you require a document. Saving time and gas money by scanning documents into your online file cabinet rather than putting them in banker's boxes and transporting them to the record storage centre is possible with today's widespread use of scanners and the Internet.

Those who recognise even one of these symptoms are likely primed to make the transition to a paperless office. In addition, you probably won't find it as challenging as you could imagine to get going. If you sign up with a reliable online file system document management company uk, they should be able to assist you in developing a strategy for handling your paper documents. There will be a wide range of indicators, from happy workers and customers to, yes, a vacant desk or two.

In case you have found a mistake in the text, please send a message to the author by selecting the mistake and pressing Ctrl-Enter.
Cary Lin 3
Joined: 1 year ago
Comments (0)

    No comments yet

You must be logged in to comment.

Sign In / Sign Up