Future-proof Document Management System – How To Choose The Best Solution?

A properly organised and implemented document management system has a net positive impact on the quality and efficiency of the entire company and organisation. Implementing an efficient document circulation system increases the overall efficiency of the company’s operations, while enabling it to reduce expenses, improve its bottom line and build a competitive advantage on the market. A system like that impacts day-to-day operations, as well as the implementation of long-term plans and strategies. A lot of that hinges on choosing the right software solution to effectively exploit all the benefits of electronic document circulation.

Why is electronic document management better than the old ways?

The traditional document circulation model envisages all documentation being created, stored, processed, shared and archived in paper form. Until recently, this was the only solution available to all organisations. Unfortunately, traditional document workflows offer a number of significant disadvantages and drawbacks. Storing all documents in paper form requires the company to establish, secure and maintain a physical archive. This in turn leads to regular expenditures for purchasing stationery and maintaining printing infrastructure, as well as hiring staff for managing document archives. Companies that have physical archives also run a very high risk of important documents being destroyed, lost or overlooked, they also have to take into account poor access control for confidential data, not to mention the time wasted on managing documentation resources.

No wonder that with the advent of electronic document management systems, many companies decided to make the switch and transform their physical archives into their digital equivalents to store them using their digital assets (on-premises or cloud servers). Implementing such a solution effectively bypasses most of the key issues related to paper documents, removes piles of letters on employees’ desks once and for all and makes the idea of the so-called paperless office a reality. Thanks to electronic document management systems, sensitive and confidential data are protected at the highest level, since only authorised employees are granted access to them. The company can also save time, since searching for the required documents is quick and easy – it no longer requires employees to pore through piles of papers.

Document circulation management with dedicated software solutions

Implementing an electronic document management system has a net positive impact on almost every aspect of the company’s operations – it enables improvement of the quality of internal and external communication, it speeds up and improves the quality of decision making, gives employees more time, which they can spend on value-added tasks and growing the company, as well as to significantly reduce the expenditure on maintaining a physical archive. Ensuring the best possible electronic document management in a company requires a good plan and choosing the right software solution to enable its implementation and achieve the intended results.

A document management system is a specialised IT tool developed to implement all the principles of electronic document circulation and provide the company with a number of benefits associated with it. Its features enable the organisation to easily and intuitively manage all the documents in electronic form, which are stored using the company’s digital assets – this in turn makes them easily accessible for users, who can retrieve them using any device, based on their access rights. However, the scope of benefits provided by a document management system strictly depends on its features, quality and flexibility.

Document management system – features of the best platforms on the market

The best DMS solutions among the enterprise-grade IT solutions currently available on the market are based on modern technologies and bespoke solutions. In order to ensure maximum benefits for users, they take advantage of business process automation (BPA), robotic process automation (RPA), machine learning (ML), artificial intelligence (AI), smart optical character recognition (OCR), workflows and many other innovative solutions that make document management simpler and better suited to the ever-growing requirements of today’s companies and organisations, as well as the unprecedented dynamics of change in their surroundings.

The best document management systems conform to the most stringent security standards concerning the protection of confidential data and extensive auditing features, which enable even better control and monitoring of the flow of documents and information within the organisation. Access to features such as automated document registration, automatic document generation, reporting, self-documentation, adding attachments and manuals, changelogs, generating barcodes, support for digital signatures and many others enable the companies to offer a single, intuitive and easy-to-use solution with all the features required to properly manage the flow of documents.

 Low-code platforms have a particularly special place among document management systems. In addition to the standard features typical of DMS solutions, high-end low-code platforms enable digitalisation, automation and optimisation of business processes, as well as efficient workflow management, while offering the possibility of seamless integration with other systems already implemented in the organisation. The best low-code platforms also offer efficient change management – this is the case, for example, with WEBCON BPS, which takes advantage of its bespoke InstantChange technology to allow companies not only to quickly build business applications ideally suited to their current needs, but also to modify and change them on an ongoing basis, providing unique time-to-business. 

What is more, the possibility to directly involve end-users representing various business divisions, as well as IT specialists, in the process of building the application, getting them to work together, side by side, complementing each other with competence and expertise in their respective areas, allows companies to come up with solutions that are ideally suited to the current needs of the organisations, which also meet IT standards, are properly integrated with the organisation’s IT ecosystem and comply with applicable procedures and policies. Such an approach and manner of operation fits perfectly into the reality of business in the digital age.

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