FIVE BASIC COMPONENTS 

Digital document management systems (DMS) are software applications that capture paper documents and a variety of electronic files while providing for the storage, retrieval, security and archiving of these documents. Records management, on the other hand, is a separate discipline focused more on the life cycle of records. 

All DMS should have at least 5 basic components: 

• Capture and import tools capable of bringing documents into a system;
• Methods for storing and archiving those documents;
• Indexing and retrieval tools to locate the documents;
• Distribution tools capable of exporting documents from the system; and,
• Security to protect documents from unauthorized access and use. 

To implement a successful DMS you must choose the right system for your organisation. Once you understand your needs, as well as what solutions are available to you, you’ll be able to make better informed judgments as what’s best for your organisation. 

TRUTH OF THE MATTER 

The truth of the matter is estimates show that a typical worker takes about 12 minutes to process a single document in work environments where DMS are absent. Nine of these 12 minutes are spent just searching for, retrieving and refiling the document. This means that only three minutes are actually spent using the information found. Multiply that by the number of workers across you organisation and you get a clearer picture of how much time and money is wasted in unproductive activities as far as processing documents are involved. 

Among other things, a DMS can help you save time by: 

• Answering information requests immediately;
• Responding quickly to requests for information;
• Speeding document handling workflow by enabling automation;
• Eliminating lost documents that must be recreated and refilled;
• Immediately locating documents and highlighting essential information;
• Cutting time spent copying and distributing documents to staff and other parties; 

WORKING SMARTER, NOT HARDER 

Documents – paper or digital – are organisational assets. If you start to recognise the strategic importance of managing these just as you do your data, information and physical assets – you can begin to start working smarter, not harder. Doing otherwise not only exposes you to increased liability but also information loss, which significantly affects the way your run your operations and business. 

Adopt a digital document management system suited for your organisation. Contact us today and we’ll get back to you and establish communications to discuss how Digital Summit can help your organisation start working smarter.

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