Companies are always looking for a better way to manage their data. For the modern manufacturer, there is a lot of data to manage. For some time, the best process was to fill up clanky file cabinets and pay people to oversee the process. This is no longer the case. With much of an organization’s groundwork being done on computers, storing transactional and clerical data on digital systems only makes sense.
Introducing document management, a system that can file away all your business’ data and provide you with easy data retrieval without the headache of depending on other people to physically get the data for you. If your business has been in operation for years (or decades), documents can go missing and create inefficiencies. With the integration of a Document Management System, your business will immediately move faster.
What is Document Management?
The Document Management system (DMS) is basically a structured repository for all of your organization's documents. It’s a simple concept that seems difficult to implement, but with today’s solutions, it’s easy for your business can keep all of its crucial data in one secure location.
Here’s How It Works
Once you decide that a Document Management System is right for you, you need to address some logistical problems. The first is where are you going to store all your information. You will need to procure file storage space inside your location or in the cloud. Next you will get all of your paper documents digitized. Using either scan-to-storage or data imaging, the DMS you choose will capture a document as an image and file it away in a pre-defined location.
When scanned, the images of the new documents are saved as PDF files, it provides users a way to search the DMS for keywords and metadata found on that document. With a DMS you will never have to have another filing cabinet. All of your data is stored digitally and searchable through the DMS.
What are the Benefits?
The benefits of a DMS are substantial for manufacturers. Business moves fast and no large (or small) manufacturer can afford to deal with downtime. With a DMS, business moves faster. Some DMS solutions integrate with document signing applications providing built-in contract management. This keeps the supply chain constantly working for your company, and keeps it from working against it.
A full list of benefits includes:
- Reduction in physical space needed for storage
- Enhanced security with encryption
- Improved compliance with regulations
- Easy and fast retrieval of documents
- Remote retrieval for enhanced collaboration
- Easier redundancy for your organization's business continuity efforts
If you are a manufacturer that is searching for a way to centralize all of your documents in a reliable and secure document management system, call the experts at JensenIT today at (847) 803-0044.