Is a Document Management System Right for My Company?

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    The decision to go with a document management system (DMS) is no fickle affair. Once you implement a system, it’s weaved into the lifeblood of your company, and it functions as your go-to for efficiency and streamlined operations. That’s just the decision itself, though – if you’re still wondering whether it’s right to even have a DMS in your workplace, there are a few things to consider first.

    What industry are you in? HR, manufacturing, retail, accounting? Think of your daily operations and what your workforce is tasked with on a daily basis. Where do they spend the majority of their time? Are they stuck in a cycle of repetitive and iterative projects that don’t bring revenue or value to the organization?If so, it’s time to listen up! This article dives into the facets of a DMS, and explores whether a DMS is right for your company or not.

    Document Management: Real Talk

    Document management software is here to help with a variety of common problems and bottlenecks in your business. It’s a platform with the sole mission to increase efficiency and end the paper trail, the search for documents, and repeatedly entering data into spreadsheets.

    Some other warning signs that you need a DMS are:

    • Having to file and index papers manually
    • Sending incessant follow-up emails for approvals
    • Repetitive data entry in multiple systems
    • Constant back and forth of documents, without knowing which version is the most updated
    • The feeling that you can’t overcome busywork

    If you struggle with any of these, a DMS can alleviate the tedium and overwhelming amount of manual processes. Why? Because the technology enlists workflow automation and data capture, which eliminates the need to put mundane work on your employees. If you’re in the business of people, you should do just that: focus on your people and your customers. At the end of the day, that’s how businesses flourish.

    RELATED: Learn more about how data capture saves time and money!

    Make it easier to satisfy and delight your customers, and leave the data entry to your DMS.

    How Do I Know Which System Is Right for Me?

    It’s not uncommon to have questions about which document management system to look into and what you need in order to deploy one in the workplace.

    We had a webinar exploring this very subject; watch our Document Management Buyer’s Guide below to get the 5 main questions to ask when shopping for a DMS:

     

    You may have compliance hurdles or feel like a DMS is going to be too expensive. The truth is, many times DMSs are customizable, and you can implement as much (or as little) as your heart desires. There’s no pressure of “paperless or bust” – and the onboarding process takes weeks compared to months with other, larger solutions that require equipment and hefty upfront costs.

    There’s no magical potion that will say “Yes, you must!” but if you find yourself thinking there’s a better way to work, then you may want to look further into how a DMS can improve your day-to-day operations. Unifying your processes and refining a robust workflow automation can completely revolutionize the way you do business (in a good way!).

    Just make sure that:

    • The document management vendor is reputable and has a good track record of successful implementations
    • You have control to adjust or change the interface/capabilities as your business scales
    • Part of deployment involves training the staff, so there’s company-wide buy in and consensus 

    Perhaps it’s not accurate to wonder whether a DMS is right for your company, but rather, what is contained within the DMS platform that you could use to increase productivity and efficiency in your business.

    Want to know more about how document management increases productivity and is suitable for a variety of industries? Check out our case studies!

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