Why SMEs need a document management system

The amount of information used today in SMEs, both in paper format and electronic, is so great that agrees to use document management herramintas. The fundamental objective of document management systems is to manage documents efficiently, allowing you to store documents securely through simple procedures for subsequent access for consultation from different devices.

With the advent of information technology, document management systems have enabled Jubilee shelves and cabinets full of documents, to move to dispose of integrated document management and an endless storage capacity, which makes them ideal as a center of company information. Then we will see five reasons why SMEs need a document management system :

1. Because they make the most efficient processes, integrated management tools

The document manager should be a tool for the organization, meaning that must be present wherever he is needed. A document manager is not a shared network drive in which folders to be keeping files but is a tool that goes well beyond are created: a system supporting documentation for all key processes of the organization, through the which efficiency is achieved in the execution of tasks that require the generation or processing of documents.

A document manager must be present when a task requires working with automated documentation and reporting processes. The key business information should not be on local systems, but on a centralized and accessible from any device (computer, mobile, tablet) repository. Working with a good document management in SMEs avoid malpractices as the inefficient transfer of documents via email and network folders, tools that are not safe and can cause, such incidents make public confidential information.

2. For information ensures disaster

A document manager must be a complete system, which means that not only is an instance in which information is stored in an orderly, but goes further and allows secure information to accidents and catastrophic events. A document manager should have a backup system that is located on a different host system, so that will restore the information in case it happens a serious problem (fire, flood, theft, hacking, location etc.) resulting in total or partial disablement of it.

The completeness of the system is one of the differences between records managers and tools that stay halfway. Maybe in the day does not seem relevant capacity to support documentation, but if it comes to an incident occur, surely you will be given the great value it has. The cost of data loss can be so high that can lead to closing a business. How much documentation losing customers, suppliers, taxes, patents, research, etc.?

3. For each document is accessible only to who has permissions

All documents must have a certain level of protection so that only those who have the necessary permissions to access them, download them or edit them. This management is impossible through systems network folders or less powerful document management.

This function permits to classify ideally should be linked to documents and information sections, as it is the only reliable way to get the management to be efficient and reasonably safe. This way, you can protect collateral documents such as payslips, invoices, contracts and agreements with suppliers, information about patents and innovation and all those files that require access control.

4. Because it saves space and time

A document manager to store documents that come from different formats. Those who come in electronic format are easy to store in a document manager and for those who arrive on paper, there are processes integrated scanning, which through escanares or multifunction machines (copier, scanner, printer) can quickly transform a document role of multiple pages into one file? digital (PDF, ePub, etc.). Through these processes, SMBs can save storing paper and move to keep copies of documents and other documents in digital format, saving physical space accordingly.

It also saves time, since each document can be assigned metadata, which are a series of labels to classify the content, ownership, origin, version, date of creation and modification, as well as another set of intrinsic data document. You can also use software OCR , optical character recognition to convert scanned images into text and thus facilitate the indexing of the content of the documents , which allows searches by the names of the documents, metadata and content thereof.

5. Because it allows access documents from any device

The access to information, today, from any device must be considered. We are in the mobile era and therefore, access to documentation must be possible from classic desktops and laptops, and mobile devices such as smartphones or tablets.

Thus, business mobility may consult catalogs and other sales documents, Purchasing staff can access a contract through your mobile if you need to test an entry in the table negotiating with a supplier. Among many other examples might think. The key is to think of a scenario in which the document manager must provide documents to different people accessing them from different devices.

Conclusions

An SME needs a professional document management system, a system that is able to store information efficiently and allows access it easily and across different devices meeting the requirements of appropriate security.

The document managers are no longer shelves and cabinets with documentation, not network drives accessible from the corporate environment folders. Are complete systems that go far beyond integrating the storage and processing of documentation, integrating processes, enabling multi-device access and having backup systems to ensure that the documentation is still available after a disaster.

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