Friday, July 5, 2013
Lots of companies, surprisingly, have never heard of document management software. However, many offices could greatly benefit from the increased efficiency document management provides, as it can make it much easier to access and distribute documents in digital form on an internal system. So, what exactly is document management software, and why can it be such a useful part of your business?
Document management software essentially provides a place for you to keep all of your documents and information in one place. This software is able to handle a huge variety of documents so that you don’t need to install lots of different programs to open different file types. For example, it can handle Word documents and PDFs in the same place, which is very useful as these are two of the most commonly used file types in the office.
The reason this is useful is because it means you can save space taken up by multiple programs installed only for the purpose of opening unusual files. This can slow computers down immensely and can be difficult to run on an office system, as you may try to send these files to people who may not have the correct program themselves. That is why setting up document management software means that everyone has access to the same file types, which makes everything run much more smoothly.
It is far more efficient to be able to access all of your documents directly from one piece of software rather than pulling them out of different folders scattered across different parts of the system or individual computers. It is a far better idea instead to get everyone set up on the same system so that documents can be sent quickly and easily safe in the knowledge that others will be able to access them without a hassle.
Improving workplace efficiency should be in everyone’s interests as it means that less time is wasted trying to open files with the wrong programs. Document management systems also enable the users to track which files have been modified and by whom to make sure that everyone knows what has been updated and when and what still needs to be dealt with.
It’s also reassuring to know that everything is securely ‘locked in’ to the system. There can be security risks when things are stored in lots of different places, so there will be fewer security concerns if everything is in the same safe system which has been properly protected by experts.