5 Features of a Good Document Management System
Overwhelmed by your current information management system? Losing control of your corporate data? Bogged down with manual processes involving paper or approvals?Here's how FUJIFILM Business Innovation’s document management solution can help you.
The Traditional Way VS With a Document Management System
Businesses have several options when it comes to storing documents. For small businesses, it is common to keep documents physically, either in filing cabinets or on your computer, and keep track of them with folders and labels. However, this may not be the most practical as your company grows – the sheer volume of documents can quickly become overwhelming.
If you find yourself spending more time managing your information management system than using it to actually get work done, it's a sign that something isn't right. Especially when you're spending hours every week just to keep things organised, consider implementing a document management system that can match your company’s needs.
At its most basic level, a document management system is a software tool used to store, track, and manage electronic documents and digital files. Designed for businesses of all sizes in New Zealand, a good document management system comes with a variety of time-saving features to boost your productivity.
5 Key Benefits of Having a Good Document Management System
1. Increased Efficiency
If you are slowed down by paper-based processes, a document management system can speed things up. Not only can documents be scanned and transferred to the cloud server instantly, but you will also be alerted on any uploads that need your attention. This can make collaboration more productive and efficient while reducing the amount of physical storage space required for paper documents.2. More Space
One of the biggest advantages of using document management is that it helps businesses save physical space. Rather than having filing cabinets crammed full of paper documents, you can free up some much-needed space by storing everything digitally. Now, with the option of uploading your daily documents into the system, your cabinets, drawers or folders can be better utilised to house important documents where physical versions must be retained. This is especially beneficial for New Zealand businesses with limited office space.
3. Reduced Environmental Impact
Consider all of the paper used in a typical office setting – for everything from invoices and contracts to employee records and customer data. Now, imagine if all of that paper could be eliminated. That's exactly what a document management system can do. By digitising paper documents, a document management system can enable you to reduce your overall environmental impact and successfully manage a paperless organisation.4. Easier Collaboration
Whether you're working on a sales proposal or an office memo, chances are that your documents usually go through several rounds of revisions before they're finalised. Keeping track of all those different versions can be tricky, especially if everyone on your team is using various naming conventions. A document management system can help by automatically tracking document changes in one place and ensuring that everyone is working with the most up-to-date version.5. Enhanced Security
Additionally, if your business deals with sensitive information – such as client records or employee files – you will want to ensure that only authorised personnel have access to it. A document management system can do its part by allowing you to set varying levels of permissions for different users. For instance, you might give employees read-only access to certain files while reserving edit privileges for managers. By controlling who has access to what, you can rest assured that your electronic documents stay well-protected.
The Rise of Remote and Flexible Working Arrangements in NZ
Managing documents can be a challenge for any business, but it can be especially difficult when you have remote employees. As hybrid working becomes more common – with some companies allowing employees to work from home two or three days a week – the right solutions can make a difference in accommodating this switch.
If your organisation is embracing flexible work arrangements, consider adopting document management to centralise your documents in one secure cloud server system. This will not only enable better collaboration between team members both in-office or remote, but also make it easier for them to get the information they need from wherever they are.
Boost Your Operations with FUJIFILM Business Innovation
Whether it’s creating and storing documents or facilitating project work with remote team members, document management can enable your business to run more smoothly overall. At FUJIFILM Business Innovation, we offer a comprehensive document management solution as part of our products and services. Set up our document management solution that is compatible with our range of multifunctional devices to enjoy its benefits in your work environment. Contact us today to learn more about document management for your company in New Zealand.
