Eight Advantages of Document Management Systems

July 7th, 2016 by admin

Julanne Williams, an expert in document management systems with Freedom Imaging Systems out of Ann Arbor, Michigan, has seen her customers achieve significant gains in customer service due to DMS. "When clinicians call with questions, we can now immediately bring up a copy of the requisition. So, we've seen much improvement in customer service."

When your inbox is full, filing cabinet stuffed to capacity, and box after box of paperwork headed to the storage warehouse, then you know it's time to implement a document management system. At first, it may seem like adding another layer to your workflow will put you over the edge. However, it is an easy decision once the time and money saving benefits are understood. An expert DMS partner can decipher specific applications for your business, but there are several advantages that are universal.

1. Return on Investment

A recent AIIM Industry report found that within 18 months, 77% of users that went paper-free saw a return on their investment in document management systems. Less physical paper means less time copying, faxing and manually searching for files. Many businesses pay for larger offices or off-site storage just to house files. Depending on your situation, reclaimed office space could be a benefit as well. Of course, time is money – so when less time is spent sorting through paperwork, efficiencies are improved.

2. Content Security

The importance of cyber security has been widely reported and your business is not immune to this risk. A document management system allows for several layers of security to be implemented. System users can be required to check in and out using passcodes. Specific files can be secured so that only authorized users have access to them.   Additionally, your confidential business information is safeguarded from natural disasters, like fire or flood, when it is managed through document management software.

3. Collaboration

DMS allows your team to work on files simultaneously. Revision control and audit trail functionality increase efficiencies and eliminate the bottleneck that can happen when only one person at a time can access files.

4. Universal Access

In this BYOD (Bring Your Own Device) environment, universal access is essential. Users can access files regardless of location or what type of device being used. This is particularly critical when working off-site, saving time and keeping projects on track.

5. Organization

Standardized naming protocols are a hallmark of document management systems. With keywords, tags and categories to identify files, they are much easier to organize, locate and retrieve. Client services are enhanced and projects stay on schedule when immediate responses are available. Julanne Williams, an expert in document management systems with Freedom Imaging Systems out of Ann Arbor, Michigan, has seen her clients achieve significant gains in customer service due to DMS. "When clinicians call with questions, they can now immediately bring up a copy of the requisition. So, they've seen much improvement in customer service."

6. User Experience

None of these benefits can be fully realized if users – your team – cannot figure out how to use the system. Integrating with third party software allows for a seamless flow of information between platforms. Systems likeRICAR from Freedom Imaging offer enhanced user interface with automatic indexing.

7. Multi-Tasking

Printing, scanning and faxing are all part of the document management package. These capabilities make capturing all your existing paperwork turnkey.

8. Expert Support

Document management systems work best when tailored to your specific business needs. A local expert can help identify those needs, implement a system, and train your team regarding best practices.

Streamline the workflow of your SE Michigan business.  Email or call Dan Heimler, Sales Director at University Office Technologies, at (734) 434-5900 to implement document management software at your office.

Posted in: Document Managed Software