Document Management System Benefits, Features, and Tips (2023)

Document Management System Benefits, Features, and Tips (1)

Today’s businesses are up against more challenges. With the explosive influence of modern technology, organizations in just about every industry struggle with how to approach the workday in the most effective way possible. Knowledge management software is the number one tool organizations turn to, to store, share, and organize knowledge.

According to Gartner, professionals spend an average 18 minutes looking for one file. The use of paper documents or an archaic document management platform takes away from productivity. Knowing how to make the transition from paper to digital documents sets you up for long term success. There’s no better way to get things off the ground than to implement a well-designed document management system.

What is a document management system?

A document management system is a software that stores and tracks electronic documents. Modern document management systems are designed with functionality in mind and have a variety of features, like integrations, co-editing abilities, and social tools, that streamlines the entire process of storing and sharing knowledge.

Document management systems come in many shapes and sizes. Some are stand-alone, meaning they are programs designed with the sole purpose of assisting users with managing files and documents. Others are part of a robust suite with other business-related tools, including calendars, messaging, blogging, wikis, and case tracking. Commonly referred to as social business software, social intranet software, or collaboration tools, these suites are ideal for businesses looking for a singular vehicle to handle day-to-day operations.

Top 7 document management features you need today.

Document Management System Benefits, Features, and Tips (2)

As you might expect, not all document management systems are created equal. There are plenty of differentiators that sets one vendor apart from another. Understanding what makes a well-designed platform and the document management trends that goes into them helps you select the right platform that will adapt with your organization over time.

When shopping for a document management system, consider itsfeatures and how they will drive your goals forward. Here are top standards to consider:

1. Cloud access.

These days, if it’s not in the cloud, does it really exist? Employees need the ability to upload, access, and download documents at any time and any place. This makes cloud access a must for document management systems. Look into what file storage looks like, if you have cloud and on-premise options, and how often vendors roll out updates. The biggest advantage of having a document management system in the cloud is it gives employees the freedom and ability to access files and collaborate from any location.

(Video) The DMS Guide: Defining Document Management Systems, Their Features, & Advantages

2. Intelligent organization.

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Juggling documents and scattered platforms takes time away from the workday. (This is especially true for growing businesses!) The larger a company gets, or the more organizational change that takes place, chances are more likely that there will be more documents and data to organize. Organizational hierarchy is one of the most important featuresbuilt into a document management system. Categorization, tagging, and rating will help you find the files you need as quickly as possible.

3. An attractive user interface.

Document Management System Benefits, Features, and Tips (4)

Your staff is going to use your document management system on a daily basis, so you’ll want to make sure that the software is easy to use and featuresan attractive UI, or user interface. This is what you and your staff see when you login, which has the power to motivate employees and easily connect them to the information they are looking for. If your document management system is difficult to navigate, you will not make the most out of your investment and detract from productivity.

4. A robust search feature.

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As your knowledge base fleshes out, you run the risk of document overload. It’s essential that your team is able to search and locate content. A robust search engineis an imperative document management feature that can help you easily and accurately browse your company’s knowledge base.

5. Version control.

Document Management System Benefits, Features, and Tips (6)

As uploaded documents are always in flux, every company should have a document management system that featuresupdates and different versions of files. Everyone has been in a situation where finding a prior document version is impossible. The best document management systems save every version of a document when it’s uploaded, allowing you to go back in its history before crucial changes were made, and save what might otherwise become a useless document.

6. Permissions.

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(Video) Top Benefits of Document Management Software | Document Management Features

If you have a huge staff, it can be difficult to keep a connected social community. Permissions will be your best friend, as they allow you to choose who has the ability to delete or change files, access certain spaces, and maintain communications. The best document management systems allow administrators to set specific permissions for every employee, which protects important documents from being altered, while also instilling a clear structure in your document management system.

7. Universal format support.

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Anyone who has kept an eye on technology over the past few decades knows that file formats are constantly changing. Today, common extensions such as .pdf and .docx may dominate the professional world, but that doesn’t mean there aren’t other file formats. The more formats your document management system can support, the better. This will ensure that you won’t run into any issues down the road.

Top 11 document management system benefits.

Document Management System Benefits, Features, and Tips (9)

The benefits of a document management system can have lasting and positive impacts on your business. Here are just a few of the most prominent benefits of incorporating a document management system:

1. Reduced physical storage.

If your office still relies on paper documentation, you know that extensive storage solutions are mandatory. With office space getting more expensive, you have options to eliminate this financial burden. Switching to a document management system allows you to scan and upload the paper that’s taking up office space, and swtich over to a more intuitive way of finding and organizing documents.

2. Lower costs.

Building a business can be difficult, especially when it comes to financial obligations. Modern business owners should do
everything possible to keep costs low, and one of the most effective ways to do this is to stop relying on paper. Paper can costly, especially when used as the main form for dispersing information. A document management system is not only more capable of handling the flow of information, but it can ultimately save you money.

3. Save time – Instant access to documents.

There’s a growing need in today’s professional climate for quick access to everything. Ignoring this need is the quickest way to fall behind. When documents are piled into filing cabinets, finding information on the fly can be exceptionally difficult. One of the major benefits of a document management system is that you and your staff can instantly access whatever documents you may need, regardless of where you are.

4. Advantage over other businesses.

It’s an unfortunate reality that many start-ups tend to fail within the first five years of being in operation. As you might expect, gaining a competitive advantage over other businesses is not only beneficial in today’s world, but also necessary. While it’s not always easy to identify ways to get the upper hand over the competition, implementing a document management system is a great way to start. Companies that fail to take this step will inevitably fall behind, leaving those which are well-prepared for the future to flourish.

(Video) Top Benefits of Document Management

5. Robust indexing of documentation.

Regardless of how well-organized a filing system you may have, there’s simply too much potential for error with physical documents. A document management system will provide you and your staff with robust indexing capabilities, allowing you to know exactly where everything is at all times. Even if you’re inundated with files, taking a moment to ensure proper organization is all it takes to stay on top of things.

6. Quick deployment.

If there’s one thing that causes CEOs and managers to be hesitant about implementing document management software, it’s that they don’t want to fall behind in the process. Switching to an entirely new method of managing files and documents can sound scary, but often for the wrong reasons. Deploying a document management system like Axero, where an implementation and support team is on your side, makes the process easier and ensures you reach you document management goals.

7. Improved customer service.

Keeping customers happy and focusing on customer service is essential to any business. Since a document management system can double as a company knowledge base, you give your customers instant access to any knowledge, troubleshooting tips, or documents you choose. This can solve problems far easier than wading through an ocean of paper documentation.

Document Management System Benefits, Features, and Tips (10)

8. Simple updating process.

As the nature of software is always in flux, it’s essential that updates be completed as quickly and easily as possible. Document management software, like Axero, is the perfect solution for those who are no longer interested in updating software on their own. Updates occur in the background, ensuring that no valuable time is wasted in the process.

9. Higher levels of productivity.

Increasing productivity levels can be challenging because it’s not always easy to identify the issues that stand in the way. It’s important to take whatever steps necessary to increase productivity levels. Streamlining business processes falls squarely in line with this. When you and your staff use a document management system to manage and organize files, productivity levels will improve.

10. Air-tight security.

Even if you believe your documents are secure, there’s always a security risk. Security will always be a concern when documents make their way in and out of an organization—the fact that paper can easily be stolen or destroyed means that crucial documents could be compromised at any time. Security stands to be improved when you make the transition to a document management system, as versioning ensures that you never truly lose an original file.

11. Green business practice.

“Going green” is not only a popular trend, but it’s a necessity for a growing world. People everywhere are taking steps to lower their impact on the environment, and this philosophy extends to the world of business as well. Running a green business isn’t always easy, but one of the best ways to make lasting changes is to move towards a document management system. Thousands of paper per month can be saved, which translates into an environmentally-friendly business model, while reducing costs.

6 tips for implementing your new document management system.

Document Management System Benefits, Features, and Tips (11)

(Video) What exactly is a document management system? (DMS)

No matter the scenario, transitioning to a new method of handling day-to-day business activities can be tricky. Fortunately, implementing a document management system like Axero is typically an easy process that doesn’t lead to any major headaches. There are also things that can be done to streamline the experience for your staff.

When preparing to implement a document management system, be sure to keep the following tips in mind:

1. Clarify the importance of making the transition.

When you decide to transition to a document management system, there’s always a chance that employees will question the reasons. If someone is set in their ways, they may need some convincing to try something new. By giving your staff background on the benefits of implementing a document management system, you take control over the narrative kick-off the process. You also dispel curiosities or concerns to get everyone alinged. Be sure to be responsive to the questions of your staff—the earlier you can iron-out any potential issues, the better.

2. Schedule a training session to teach your end users.

Even though document management software is easy to use, it’s important that your staff is well-versed on how to get the most out of the system. Document management systems work differently, and communicating these tips and tricks with your staff will ensure that launch and everyone’s success with the system goes smoothly. A training session doesn’t have to take long, and you can host them virtually, too. Be sure to schedule your training before the system goes into use to avoid potential user errors that might occur.

3. Scan-in paper documents, make them digital.

One of the first things you should do during implementation of a document management system is to take steps to move away from paper. This means scanning documents and uploading their digital versions into your document management system. While this can be a time-consuming process, the freedom that comes with moving away from paper is more than worth the effort. The process also gives you an opportunity to pick and choose which documents to hold onto and which ones can be eliminated.

4. Customize your document management system.

Document Management System Benefits, Features, and Tips (12)

One of the best things about using Axero as your document management system is that it can be fully-customized. Unlike a “one-size-fits-all” software, the look, feel, and functionality of Axero can be changed based on how you and your staff intend to use it. Once you take the time to customizatize your software—even if it’s just adding company colors, logos, or a customizable intranet template—you strenghten the connection between staff and your culture.

5. Take advantage of your vendor’s customer support.

No matter how well-versed you and your employees may be with using document management software, it’s essential to rely on customer support when necessary. At Axero, we proudly offer high-quality client support to each and every user. There’s nothing wrong with asking for help, and your organization will also benefit from doing so.

6. Check-in with your staff regularly.

Many CEOs and managers mistakenly believe that just because their staff has taken well to the implementation process that future issues will not arise. It’s always a good idea to check-in with your employees after implementing your new document management system—this will ensure that no one falls behind. The larger an organization, the more likely it is that some people might experience problems, which makes check-ins all the more important.

(Video) What is Document Management System and how your organization can benefit from it? | Amreen Ismail

In conclusion.

The features and benefitsthat come with implementing a well-designed document management system can impact every part of an organization. The last thing you want to do is ignoring this reality in today’s competitive business climate. Set the paper aside — it’s time to take things to the next level.

Document Management System Benefits, Features, and Tips (13)

FAQs

What are the features of a good document management system? ›

To achieve that a decent document management system should have features like document security, version control, document sharing, and collaboration among others.
...
Document Management Software Features
  • Web access. ...
  • Document Search. ...
  • Drag and drop Features. ...
  • Embedded viewer and editor. ...
  • Versioning. ...
  • File Locking. ...
  • Sharing and rating.
18 Feb 2022

What is the importance of document management system? ›

A document management system puts documents all in one place, ensuring that employees are working with the same set of information. This centralized repository of critical documents can serve as a “source of truth” across the organization.

Which is the most important element of document management systems? ›

Key Must-Have Features of Document Management Software
  1. Security features such as customizable access restrictions. ...
  2. Ability to store various file types. ...
  3. Search functions for quick location and access to important files. ...
  4. Document history for auditing and tracking. ...
  5. Version control for documents and backup storage. ...
  6. Ease of use.
23 Aug 2021

What are the benefits of file management? ›

11 Benefits Of File Management
  • It centralises important documents in one place. ...
  • It reduces rework. ...
  • It minimises project delays. ...
  • It cuts down on emails. ...
  • It makes reviewing and approving content easier. ...
  • It supports communication. ...
  • It gives you control over information access. ...
  • It helps you maintain document versions.
11 Dec 2021

What is a good documentation system? ›

Good documentation practices (also known as GdocP or GDP) are guidelines for document management and control designed to help companies in regulated industries meet required quality standards.

What is the importance of documents in business? ›

Documentation instils confidence within your business, among potential investors and your clients. Documentation tells the story of a business; its origins, intent and the journey it's taking to achieve its ambitions.

Which of the following is a benefit of a DMS? ›

A DMS Software allows you to save space and money by freeing up the need to store physical documents and use those resources for other purposes. This is one of the major benefits of DMS, that it allows businesses to go paperless.

How can document management be improved? ›

Document Control Best Practices
  1. Say goodbye to papers. Consider moving beyond the traditional means of paper documentation. ...
  2. Get professional input. ...
  3. Establish clear roles. ...
  4. Automate the processes. ...
  5. Integrate with Training.
1 Apr 2021

What are document management skills? ›

Required Skills/Abilities:
  • Excellent verbal and written communication skills.
  • Proficient in Microsoft Office Suite or related software.
  • Excellent organizational skills and attention to detail.
  • Basic understanding of laws and regulations regarding document management.
  • Excellent analytical and technical skills.

How do you evaluate a document management system? ›

How to evaluate a document management system
  1. Be clear on what you want it to achieve. What are the frustrations among your team? ...
  2. Know your business use cases. If someone could wave a magic wand and help your business achieve one thing, what would it be? ...
  3. Evaluate the supplier. ...
  4. Put together a checklist.

What is the main purpose of documentation? ›

Although there are many explicit purposes for creating a scientific or technical document, there are four general categories: to provide information, to give instructions, to persuade the reader, and to enact (or prohibit) something.

What is the importance of a document plan? ›

Documentation Plan - is a document written by technical writers (usually, team leads or project leaders) to shape up the details of the work to be done. It helps structure all the processes within the team, and grant everyone access to the essential information.

Why is it important to document procedures? ›

Why do I need to document processes? A process document acts as a roadmap for your business. When you are creating new processes or want to improve existing processes, process documentation acts as a best practice guide for how to build and execute them.

What is file management explain? ›

File Management: The process and act of creating an organized structure in which you store information for easy retrieval. Drive: A drive is a computer storage device that holds information. It is the top-level location (or "Root" directory) for file storage.

What is file management example? ›

Examples of File Management Tool

Microsoft OneDrive. Dropbox. Apple iCloud. Google Drive.

What are the benefits of Organising files and folders? ›

By organizing subfolders by year, it will be easier to locate past versions of files. It will also be easier to quickly delete older files that you no longer need from previous years. By creating the organized structure, you will place all of your documents into the folder structure that you have designed.

Which is document management tool? ›

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.

What are the types of document management system? ›

5 Types Of Document Management Systems
  • Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
  • Workflow Management. ...
  • Record Management. ...
  • Document Imaging. ...
  • Enterprise Content Management.
18 Feb 2020

How can I improve my documentation skills? ›

Improve Documentation in 5 Steps
  1. Minimize Passive Voice. Time for a quick grammar lesson: ...
  2. Use Catchy Headings and Bullet Points. People today are constantly inundated with content. ...
  3. Reduce Buzzwords and Acronyms. ...
  4. Invest in Visual Content. ...
  5. Organize Your Documents Appropriately.

What is process documentation? ›

Process documentation is the act of capturing or documenting all of the steps in a particular task. Ideally, it should happen in real time. As employees perform a task, they document each step they take.

What are the types of document? ›

Types of documents
  • Structured text. Frequently asked questions and answers.
  • Unstructured text. HTML files. Microsoft PowerPoint presentations. Microsoft Word documents. Plain text documents. PDFs.

What documents are used in business? ›

A business uses financial documents to stay within its budget, prepare budget proposals and file tax returns. These documents include receipt records, payroll reports, paid bills, bank statements, income statements, balance sheets and tax reporting forms. These documents may be prepared by the company's accountant.

What are the main challenges of documentation? ›

6 Biggest Document Management Obstacles & Their Solutions
  • Obstacle: Time consuming. This is one of the most readily felt document management challenges. ...
  • Obstacle: Losing important documents. ...
  • Obstacle: Security. ...
  • Obstacle: Editing challenges. ...
  • Obstacle: Problem of multiple document versions. ...
  • Obstacle: Accessibility challenges.

What are the benefits of electronic records management? ›

Greatly improves decision making processes in an organization. Reduces paper records filing costs and makes it possible to move documents off-site freeing up valuable floor space. Makes it possible to easily back-up documents in case of disaster (flood, fire, theft, etc…) Saves on wear and tear of paper records.

What is the advantage of digital record storage in business? ›

No more archives full of dusty files, plus you benefit from more free space, and documents that are easy to find and use. The workplace is less cluttered, and more aesthetically pleasing, too. And what's more, going paperless is also a great way to reduce waste and reduce your business' carbon footprint.

What is a controlled document system? ›

What is a Document Control System? A document control system supports the management of files in compliance with regulations and quality management systems for documentation such as FDA, ISO, EudraLex, and others.

How do I file an office? ›

During the process of file registration, an alphabetical list of contents will be prepared. This will indicate the Standard Headings, Sub-headings and the pages allocated to them. This makes those files easily traceable during the time of need. At the beginning of every year the list is updated with proper inspection.

What is a documentation system? ›

Documentation systems are tools by which one participant in an academic discipline, or field of study, acknowledges the work of another. Using one is much more than a professional courtesy: it is a requirement.

How do companies manage documents? ›

Document management is the process by which a company transfers paper documents into a digital format before placing them into organized categories in an electronic filing system.

Who is a document controller? ›

A document controller is a controller responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments.

What factors should you consider before preparing a help document? ›

  • The DMS should be able to capture different file types. ...
  • A good DMS can automatically identify Metadata. ...
  • Make sure no legal problems will result from using a DMS. ...
  • Be sure that your employees are trustworthy. ...
  • Provide Training. ...
  • Link your records to your business processes. ...
  • A periodic review of your storage should be conducted.
18 Apr 2014

How do you choose DMS? ›

Here are a few questions to help you get started:
  1. What tools does the legal DMS integrate with? ...
  2. What security features does the platform provide? ...
  3. Does your DMS meet you where you work or are you forced into a single user experience? ...
  4. How well does the platform organize and search files?
29 May 2020

How do you evaluate a document? ›

These are some commonly used criteria:
  1. authority - if there is a personal author are credentials provided? ...
  2. reliability - is the information dependable? ...
  3. accuracy - is the document free from error? ...
  4. balance/objectivity/bias - is there perspective or a sense of impartiality?
14 Oct 2022

What is documentation process and types? ›

Process documentation is a step-by-step description of how to execute a process from start to finish. Processes can be documented in the form of policies, checklists, tutorials, forms, screenshots, and so on – anything that describes how a process should be executed.

What is the full meaning of documentation? ›

Definition of documentation

1 : the act or an instance of furnishing or authenticating with documents. 2a : the provision of documents in substantiation also : documentary evidence. b(1) : the use of historical documents.

How do you create a documentation? ›

Best Practices for Writing Documentation:
  1. Include a README file that contains. ...
  2. Allow issue tracker for others.
  3. Write an API documentation. ...
  4. Document your code.
  5. Apply coding conventions, such as file organization, comments, naming conventions, programming practices, etc.
  6. Include information for contributors.
29 Jun 2022

What are the examples of documentation? ›

Examples are user guides, white papers, online help, and quick-reference guides. Paper or hard-copy documentation has become less common. Documentation is often distributed via websites, software products, and other online applications.

Which characteristic is an advantage of effective documentation? ›

Effective documentation saves time in finding the client details, change in status, treatment plans, and the treatments administered. It minimizes error in treatment because all the details are mentioned in the document.

What is the most useful tool for a process document? ›

Top tools for process documentation in 2022
  • Scribe.
  • Bit.ai.
  • Lucidchart.
  • Whatfix.
  • Confluence.
  • SmartDraw.
  • Pellio.
  • Heflo.
13 Jul 2022

Why is it important to update documents? ›

By being updated, the documentation is getting rid of outdated information. This greatly reduces the risk of making mistakes, sending erroneous instructions to new employees and ending up with obsolete documentation.

Why is process important? ›

Why are processes important? They are important because they describe how things are done and then provides the focus for making them better and how they are done determines how successful the outcomes will be. If you focus on the right processes, in the right way, you can design your way to success.

What are three benefits of document management systems? ›

Eight Benefits of Document Management Systems (DMS)
  • Reduces Costs.
  • Improves Workflow.
  • Better Collaboration.
  • Advanced Search.
  • Reduces Storage Space.
  • Easier Retrieval.
  • Enhanced Security.
  • Disaster Recovery.
8 Apr 2022

What is meant by document management system? ›

Document management is a system or process used to capture, track and store electronic documents such as PDFs, word processing files and digital images of paper-based content. Document management can save you time and money.

What are the chief features of documentation? ›

Characteristics of good documentation
  • All relevant information must be recorded.
  • All paper records must be legible, signed and dated.
  • Records must be contemporaneous, accurate and kept up to date.
  • Records must be written in plain English avoiding jargon.

How do you evaluate a document management system? ›

How to evaluate a document management system
  1. Be clear on what you want it to achieve. What are the frustrations among your team? ...
  2. Know your business use cases. If someone could wave a magic wand and help your business achieve one thing, what would it be? ...
  3. Evaluate the supplier. ...
  4. Put together a checklist.

Which of the following is a benefit of a DMS? ›

A DMS Software allows you to save space and money by freeing up the need to store physical documents and use those resources for other purposes. This is one of the major benefits of DMS, that it allows businesses to go paperless.

What are the types of documentation? ›

The four kinds of documentation are:
  • learning-oriented tutorials.
  • goal-oriented how-to guides.
  • understanding-oriented discussions.
  • information-oriented reference material.

What are the advantages of document review? ›

Reviewing existing documents helps you understand the history, philosophy, and operation of the program you are evaluating and the organization in which it operates. To determine if implementation of the program reflects program plans.

Who is responsible for document management? ›

Who is responsible for document management systems? Larger companies may have a person responsible for overseeing activities in the document management system. This person may be a records manager or document control administrator. In smaller businesses, the office manager or business owner may be responsible.

What is an example of document management? ›

PDF Readers are the best example of a Document Management System through which you can access the PDF file offline and store it to view and even print and publish it anytime at any place.

What are the types of document management systems? ›

5 Types Of Document Management Systems
  • Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
  • Workflow Management. ...
  • Record Management. ...
  • Document Imaging. ...
  • Enterprise Content Management.
18 Feb 2020

What is documentation and its features? ›

Documentation is any communicable material that is used to describe, explain or instruct regarding some attributes of an object, system or procedure, such as its parts, assembly, installation, maintenance and use.

What is document quality? ›

Quality Documentation means the quality manuals, quality plans, quality procedures, inspection and test plans, work instructions or like documentation, as appropriate, which describe and define a Quality Management System.

What is the main purpose of documentation? ›

Although there are many explicit purposes for creating a scientific or technical document, there are four general categories: to provide information, to give instructions, to persuade the reader, and to enact (or prohibit) something.

How can document management be improved? ›

Document Control Best Practices
  1. Say goodbye to papers. Consider moving beyond the traditional means of paper documentation. ...
  2. Get professional input. ...
  3. Establish clear roles. ...
  4. Automate the processes. ...
  5. Integrate with Training.
1 Apr 2021

What can I expect from a document management system? ›

Features you should expect in a document management system
  • Security & Access Control. ...
  • Meta data. ...
  • Search and retrieval. ...
  • Markups. ...
  • Workflows. ...
  • Document sharing & collaboration. ...
  • Capturing and routing. ...
  • Business intelligence.

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