Every business and organization deals with different documents, no matter what. Most of the time, because of the ease of availability, industries refer to paper documents which they’ll later on file and archive.
However, in today’s digital world plus the damage paper usage incurs to the planet, it only makes sense to opt for a more efficient and eco-friendly way of storing paperwork and other documents. With that, a lot of companies nowadays, such as Green Office Partner have been creating a better option for people and businesses to store, organize, and archive paper documents in the form of document management systems. Still, the whole idea of it can be a bit tricky, especially for those who have been relying on paperwork for so long.
Today, that’s all about to change as we dive deep into discussing what a document management system is, how it will benefit you, as well as how you can choose the best one that will suit your needs.
- What Is A Document Management System?
A document management system is a software that contains a built-in search engine with the ability to store and organize files electronically. You simply need to upload any hard copies of documents through a scanner and the system will organize it for you. You can also enjoy security for your documents; reliable managed print services Chicago, monitoring tools, and mobile device support, which will allow you to access and manage your files remotely.
- Self-Hosted Document Management System
There are now many different types of document management systems you can choose from, but generally, you can choose between a self-hosted one and a cloud-based one. The self-hosted system or on-premises one allows you to use your servers and storage if ever you already have them. You will also be responsible for its maintenance and backing it up to keep them all up to date. This type of system is best for large companies who have dedicated IT resources so you can control them yourself.
- Cloud-Based Document Management System
A cloud-based system is the same as a self-hosted one, only that you have an external provider and you can access it online. This type of software is convenient in the sense that you won’t need a dedicated IT team for it and you’ll only have to keep up with the costs which already include the maintenance and software updates.
- Choosing A Document Management System
While there are now plenty of different systems available in the market, make sure that you are looking for these factors when you are about to purchase one.
For starters, you’ll want an easy-to-use file structure so that everyone with access will find it easy to manage. The search engine should also be fast and accurate, with the option to search for files by name, date, type, and more. Mobile access is also crucial so that you can access the system even from a remote location. Lastly, it’s important that the software offers good security to keep your documents safe and sound until they are needed.
Whichever type of business or organization you have, a document management system can be the best thing you can invest in, especially since it’s convenient and eco-friendly. Make sure to choose one that will suit your needs best and is convenient for everybody on your team.