There’s no reason to be on the fence when deciding it’s time for your firm to adopt a document management system (DMS). Likely, your company is already using some form of document management, albeit in a less reliable and cobbled together manner. Now is a great time to learn more about document management systems to help streamline your firm’s data and information.
Benefits of Using A Document Management System
A document management system goes well beyond a traditional filing system. DMS software allows you to store and access information much more efficiently. The main benefit of an optimized document management system is the increased productivity your firm will enjoy.
A DMS is also an asset for firms where members of different teams or departments require access to information simultaneously. A robust system allows colleagues to work on the same document without worrying about tracking version history. This level of accuracy enables users to streamline their workflows. Now, intradepartmental communication can be relied upon even as it becomes easier to access and manage information and documents.
Many employees will create their own management systems just as a stop-gap solution. Storing, tracking and sharing information that is kept on spreadsheets on a shared server is an invitation to chaos! Utilizing a DMS not only makes it easier to track and audit information but also makes it safer.
Most DMS software programs contain firewalls and data security measures that offer protection around the clock. Your data can also be stored via physical data storage across multiple locations to provide additional safety and redundancy. This level of data security is especially necessary for any company dealing with sensitive information. If you are unable to keep your clients’ data fully protected, they probably won’t remain clients for long!
Backup and data recovery following a disaster are two other reasons to go with a DMS. In today’s business environment, competition is as tough as ever. And, without such a software program in use, you could easily fall behind.
Is it time for your San Francisco company to start leveraging document management into a robust and efficient system? If so, get in touch with Golden Gate Office Solutions today to learn more about how document management can boost productivity at your firm.
