Archives Management at The Doon School - Mr. Matthew Raggett

Document management system: What and Why?

A document management system can be defined as the use of software and hardware tools to store, retrieve, edit, manage, secure, and delete electronic documents of all kinds (pdf, word, excel sheets, images, videos, etc). But one should not confuse it with the cloud-based system used for storing data. A document management system does make use of cloud services for storing data but it is much more than just a cloud. An advanced document management system enables users of the documents to modify, alter, and complete tasks simultaneously in the same document.

A document management system explains how documents are managed and stored in an organization. Documents, being the most prized possession” of an entity, need to be stored in a smart way. Given below are some of the top benefits of Document Management System, which make it an indispensable part of every entity in this white-collar world.

Source: Document management system

Benefits of Cloud Based Document Management Services

Information is the most vital asset of any business organization. This is the reason they take every possible effective measure to store with the utmost security. Due to their rising importance, the demand for Cloud Based Document Management Services has grown leaps and bounds in the past few years.

However, Cloud Based Document Management Services are much more about just safety. Given below are 8 benefits of cloud based management services every organization must know:

Savings on Equipment Costs

Cloud Based Document Management Services and systems do away with the need to maintain physical solutions for storing and retrieving data. Even if you are having an electronic document management system, you would need to invest in dedicated computers, servers, external memory, and wireless connections. Traditional document management systems require tonnes of investment in papers, printers, stationary, and storage. Cloud Based Document Management Services eliminate expenses on such equipment and also costs related to their maintenance.

Better Security

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Cloud Based Document Management Services offer higher security to data from different types of threats and risks. With advances algorithms and firewall features, security against Risks external agencies are countered. While back up features helping in retrieving the data in case of damage due to any natural or man-made disasters.

Quicker Deployment

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An in-house document management system takes time in implementation because it involves getting the right space, equipment, and protocols. Cloud Based Document Management Services save your organization from these requirements. These services are offered through web applications and not through desktop apps.

Scalability

Every business organization operates with the aim of growing in the future. The growth of an organization is directly related to its document management system. As your document needs to grow, the equipment capacity also needs to be increased. Besides being time-consuming, this results in major expenditures. With Cloud Based Document Management Services, your current package can be upgraded within seconds and that too with just a small increase in the rates.

Improve Productivity

Cloud Based Document Management Services help in increasing productivity in various ways. They allow easy access to information, thus saving a lot of time for the employees. Moreover, there are no geographic restrictions. Information can be accessed from anywhere. They improve coordination and collaboration between employees. As a result, workflows become more efficient and operations get streamlined.

Environment-Friendly

Every organization has a certain set of responsibilities towards the environment. Cloud Based Document Management Services are environmentally friendly when compared to conventional document management systems. This is because the same equipment is many. They split equipment capacities amongst multiple clients. This helps in reducing the carbon footprint of the service provider as well as the clients.

Reduce dependency on IT support

With Cloud Based Document Management Services, you don’t need to rely on your IT support team every now and then. Your third-party service providers will assist you in all your queries and concerns. Be it software updates or hardware maintenance, network management or user monitoring, licensing or backup creation, everything is taken care of by your service provider. It saves a lot of time on the part of your IT team and it can focus on other significant issues.

Regulatory Compliance

Many industries have to follow strict document and record keeping compliance as specified by many regulatory and statutory authorities. Failure to comply with such requirements attracts several penalties and penal provisions. Cloud Based Document Management Services are updated with such regulations and focus on complying with the same. Thus, they save you from the cost and risk of non-compliance.