Document Management Software

Tangible and Intangible.

Tangible benefits are those things that can be measured in the sense that the benefit can be quantified.

Intangible benefits are things that it’s going to be hard to measure and attribute to the use of a DMS, but are nevertheless known benefits that occur indirectly through the implementation of a DMS.

Tangible benefits would include the following;

Reduced Storage

The cost of commercial property and the need to store documentation for e.g. retrieval, regulatory compliance means that paper based document storage competes with people for space within an organization. Scanning documents and integrating them into a document management system can greatly reduce the amount of prime storage space required by paper.

Flexible Retrieval

Retrieving documents stored as hard copies, or on microfilm absorbs time. A DMS increases creates electronic images of documents and stores them centrally. Less time is spent locating the documents as they can be retrieved without leaving a desk and provide better service to customers.

Flexible Indexing

Indexing paper and microfilm in more than one way can be done, but it is awkward, costly and time-consuming. Images of documents stored within a DMS can be indexed in several different ways simultaneously

Improved, faster and more flexible search

Document Management Systems can retrieve files by any word or phrase in the document – known as full text search – a capability that is impossible with paper or microfilm.

Controlled and Improved Document distribution

Imaging makes it easy to share documents electronically with colleagues and clients over a network, by email or via the Web in a controlled manner. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper. This provides a cost saving by reducing the overheads associated with paper based document distribution..

Improved Security

A DMS can provide better, more flexible control over sensitive documents. Many DMS solutions allow access to documents to be controlled at the folder and/or document level for different group of individuals.  A DMS also removes the possibility of having confidential material or trade secrets lying around unattended in an office.

 

Disaster Recovery

A DMS provides an easy way to back-up documents for offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, vandalism, theft and other ‘Acts of God’

 

No Lost Files

Lost documents can be expensive and time-consuming to replace. Within a DMS, imaged documents remain centrally stored when being viewed, so none are lost or misplaced

 

Digital Archiving

Keeping archival versions of documents in a document management system helps protect paper documents, that still have to be retained, from over-handling and keeps electronic documents in a non-proprietary and native format, such as Microsoft Word or Excel