A document management system is a computer system used to track and store electronic documents and images of paper documents. Despite the advances in technology, paper still plays a very large part in most businesses, so the ability to handle large amounts of paperwork quickly and efficiently is an important factor for successful business.
It is important to have a Document Management System that allows speed of access to information, but protects against destruction and unauthorised access.
Document Management Systems have the ability to scan paperwork into electronic images. Once this has been done, these electronic images can then be password protected, saved, shared, emailed, edited and archived, amongst other things.
Document Management Systems frees your staff from the burden of paper filing, and allow for easy access to all relevant files due to powerful filing flexibility. In filing all your documents in a Document Management System, your business achieves one consistent, logical filing system through-out the whole business. In being able to share documents electronically, queries are resolved quickly, files can be viewed instantly and there's no need for printing and copying.
A Document Management System also saves space, as everything is now stored on a computer, rather than in many filing cabinets, which in turn saving businesses money as they can have smaller premises.