Why document management system is so important?

Jovana Erakovic    Document Management     data security, Document Management, money saving

Have you ever had a problem finding your documents? You need to find invoices from two years ago, and you have no idea where is the registry with invoices from 2009. How many times have you lost hours and hours searching for a document in a crowded paper archives? Or your windows search is taking to long and its giving you hundreds results? Or maybe your hard drive on the local file sharing server stop working and yo cannot access your documents any more?

All these, and many other problems very simply could be solved with document management system. Definition from Wikipedia.org tells us that DMS is system for monitoring and archiving of electronic and paper documents into the appropriate database.

If we take into account the facts obtained in one Cooper and Ly brand’s research that:

• office documents make up more than 80% of knowledge of the company (letters, contracts, plans, decisions …)

• 90% of company documents pass through more hands than is necessary within the company, which slows down operations and also is additional risk (e.g., unauthorized access to documents)

• 7.5% of documents have been lost

• the average document is copied 19 times during its life cycle

• more than 50% of employees time who deal with the documentation
spent on searching for the documentation and finding information,
and only 5-15% of reading information

• the volume of documents each year increases by 22%

we can come to the conclusion that a simple document management of one organization is fairly large and serious problem that businesses and other organizations are facing.

OrganizedDocs is an online document management system which significantly improve your document management process within the company. You have possibility to scan your business documents directly into the OrganizedDocs. After documents get saved into your OrganizedDocs account, system can automatically route those documents to the adequate persons based on the document name or folder where documents are saved. You will be able to access your documents from anywhere and share them between your coworkers or clients.

You can easily import your existing documents into the system, add tags, notes, comments, digitally sign PDF documents etc.  There is also possibility to integrate OrganizedDocs with the other systems such as ERP and CRM applications. All of theses is followed by increased data security, both from loss and from unauthorized access.

Use of this software will certainly save your time, space and money, reduce stress level and encourage work in ecological environment.

Basic features of this online solution are:

• data security at the level of banking transactions – HTTPS protocol, encryption
• access your documents from anywhere
• edit documents online
• electronic signatures
• complies with ISO standards
• track document versions
• powerful search
• document sharing

Save your money and space, reduce the extensive archive and convert paper documents into electronic form. Get rid of the insecure local file sharing server and import your sensitive data into secure environment.

If you want to:

• save storage space
• lower down the costs of archiving, copying and storing documents
• protect documents from destruction and the ravages of time
• easy storage in different media
• easily and quickly find your documents
• share your documents among coworkers and clients
• and to have possibility of a central storage that you can access from anywhere

register for free and see how OrganizedDocs, the real DMS, works in real life.

What are your experiences with similar systems? Feel free to share with us.