Overview
Information is like the lifeblood of your organization. It influences your organization’s decision-making process, optimizes its operational excellence, and strengthens its competitive advantage. For instance, information can help you to personalize services according to your clients’ needs. Eventually, it helps you to improve relationships with your external clients. In the internal organization, your team can utilize information to provide data-driven insights for your managers or high-level stakeholders.
However, many modern organizations still face challenges in managing their information effectively. Employees frequently find it difficult to gather relevant information from multiple scattered sources. Generally speaking, such methods to gather information can lead to time inefficiency, increasing security risk, and team silos. Consequently, it affects employees’ productivity, workplace communication, and the employer’s reputation.
So, you might be wondering, how to overcome the challenges in information management? We see that implementing a centralized document management software can overcome the challenges. It streamlines the document lifecycle to improve efficiency and collaboration at the workplace.
Selecting The Best Fit Document Management System
When choosing the best document management software (DMS), you need to consider several key aspects to align with your organization. We summarize four key aspects for your reference so you can assess them before choosing the best fit for your organization.
Security and Compliance
Why It’s Important: Your organization’s documents often contain sensitive information. If information is not shared properly, it may lead to some implications. Sharing information to non-authorized users allows you to expose sensitive information and may even lead to disciplinary actions.
Benefit: Document Management System (DMS) provides a range of security and compliance capabilities, such as data encryption and multi-level authentication. Additionally, the access control feature ensures that only authorized users can view, edit, manage, copy, or transfer documents. Implementing these security capabilities can prevent sensitive information from being shared with unauthorised users, cyberattacks, and data loss.
Weaver DMS offers a range of capabilities to ensure that your information is being shared securely with authorized users. These include:
- Assign roles and permissions to document’s visitors. This includes setting up permissions to create, view, copy, and transfer documents.
- Set permissions from both directory level and single document level.
- Approve document publishing by combining with workflow management feature.
- Record log system of document viewing and operations.
- Publish documents appropriately in various formats and platforms according to the organization’s requirements.
User-Friendly Interface
Why It’s Important: A simplify DMS interface helps users to manage information more efficiently and effectively. It is because the interface makes you easier to find information. You are possibly to access information more conveniently through multiple devices, such as mobile phones or tablets.
Benefit: A User-friendly interface helps you to reduce time in managing and finding information. Therefore, you can focus more on critical tasks rather than looking for information manually, enhancing productivity at the workplace. Additionally, your team requires minimal training resources because easy to use.
Weaver DMS offers user-friendly features so that you can manage and search for information in the most convenient way.
- Share and create documents in multiple ways. For instance, users can view documents through the document subscription feature.
- Modify the layout and format of the document. For instance, users can display information in different fonts and colours.
- Provide statistical information on the documents. For instance, users can see which department has the largest number of documents.
Cost-Efficiency
Why It’s Important: A cost-efficient Document Management System (DMS) has a direct impact toward your organization’s operational productivity. DMS can reduce unnecessary costs by cutting costs related to physical document processes, storage, printing, and handling. On top of that, DMS can automate workflows which can reduce your organization’s maintenance costs.
Benefit: Due to minimal usage of physical documentation, you can save much time and costs to travel and search for information. Interestingly, it can help you save the environment due to the minimal usage of physical documents. Storing information under a centralized DMS can also minimize costs because of the minimal usage of database servers. Furthermore, maintenance resources can also be reduced because of storing documents under a single storage.
Weaver DMS enables your organization to perform a range of information management through automation by reducing cost and time and boosting productivity. The capability includes:
- Generate relevant statistical reports automatically.
- Manage the entire lifecycle of documents.
- Obtain information documents quickly through the knowledge maps feature.
- Obtain information on documents quickly by quick search feature.
Integration & Automation
Why It’s Important: A Document Management System (DMS) necessarily integrates with other functions and tools to enhance workflow automation. For instance, integration with CRM (Customer Relationships Management) module and finance module may create more holistic information storage. Furthermore, workflow automation can reduce redundancy in your manual and repetitive tasks.
Benefit: DMS integration with the other functions can help your organization improve communication at the workplace. It is because information can be managed and exchanged under a unified system. It also helps you to prevent overlapping of document versions because you will always have up-to-date information access. Importantly, it can help your team to boost productivity by eliminating task redundancy.
Weaver DMS features enable integration with other modules inside E-cology, ensuring a seamless collaboration at your workplace through a single platform.
- Enable integration with the other functions under E-cology. For instance, integration with project management modules can help organizations manage project management-related information.
- Create a knowledge-sharing ecosystem for users at the organization to share knowledge with others.
- Enable documents to integrate with communication mediums—such as text messages, emails, and web conferences to ensure seamless communication.
Conclusion
Document Management System (DMS) is a solution to overcome challenges in information management. It simplifies document workflow and improves operational excellence by enhancing efficiency, security, and collaboration. Therefore, investing in the right DMS will help your organization improve productivity and maintain a competitive edge in the long run. When selecting the right DMS, you may consider some key aspects such as reducing security risks, minimising operational costs, and streamlining workflow.
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