Securing Your Future: 5 Essential Benefits of Document Management Systems


Twenty-one percent of productivity loss at the workplace is due to document challenges.

When it comes to document management, it’s the little things that affect productivity.

For instance, employees are spending a lot of time retrieving documents.

Paper-based processes have a huge impact on your budget. To streamline operations in your business, invest in document management systems. With a document management system, not only will you improve document accessibility. But you will get to save.


No more investing in file cabinets. Everything will be accessible at the touch of a button.

In this post, we highlight 5 essential benefits of document management systems.

1. Document Systems Improve Workplace Productivity

A vast majority of employees complain of the painstaking process of retrieving documents. Others complain of how time-consuming it is when it comes to faxing.

With a DMS in place, employees don’t have to spend a lot of time searching for documents. Document management systems are incredible in organizing company information. With this in place, employees across the world can share and collaborate much easier.

2. Improved Document Security

Company documents may contain sensitive information that not everyone should have access to.

For instance, you may find a document outlining a new business model or a yet-to-be patented idea. Such information in the hands of a competitor could spell doom for the business.

Maybe you have important payroll information not everyone in the company should see. Whatever the case may be, with a DMS, you can prevent unauthorized access to sensitive company documents. If you integrate an e-sign process with your document management systems, you can save more than $20 per document.

3. Reduced Overhead Costs

In a paper-based workplace, the business has to buy paper, ink, filing cabinets, staples, and other paper management systems. To manage, sort & organize the mountain of documents, some people have to hire help. Usually, next to a mountain of papers, someplace in the office is a fancy paper-shredder as well, which breaks down every-so-often – it’s time to eliminate that cost.

With a document management system in place, you keep the office more orderly. By working with a document solution provider who is able to maintain them professionally, you extend their lifespan – for a long-term office solution to paperwork. As such, you get to save small amounts on business overhead month over month.

If you choose to work with a professional document company, you get to save. How?

You don’t pay the thousands of dollars up-front that premier, business-level printers and copiers can run for. Instead, the document solutions company provides you with the solution that fits your needs, only charging a small monthly fee – which covers the printer/copier/scanner with full service, toner, setup, software, support and more.

4. Private, Remote Access to Company Information

A majority of cloud-based document management providers offer mobile apps and web portals. What this means is that businesses can access company documents securely while on the go. They can also collaborate and track documents safely – only people who have been explicitly granted access can view only the necessary documents. No more, no less. This improves productivity and assures you of the safety of your documents.

5. Peace of Mind

Did you know that in the first half of 2018, there were 945 data breaches? This led to a compromise of 4.5 billion data records worldwide. How could so many data records be taken like that?

Most data breaches are as a result of poor internal document management. Another reason is the lack of a secure electronic document repository.

Document management systems offer 24-hour backup and advanced encryption standard for data. This offers peace of mind to business owners around the world. If you add the role-based user permissions feature, it eliminates internal data breaches.

Top-Notch Document Management Systems for Your Business

Investing in document management systems keeps your documents organized.

It also lets you control document access and allows for automatic record management. A Managed DMS also allows for convenient access to documents when you need them

In search of the best document system? We can help. Whether it be software, hardware or anything in-between, Contact us today to simplify your business tomorrow!

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