Document Management System: A top weapon for a successful company

Updated: December 12, 2014 11:39 AM

In this age of small to mid-sized businesses, employees no longer expend the whole day at their desks taking phone calls...

In this age of small to mid-sized businesses, employees no longer expend the whole day at their desks taking phone calls or doing work on their laptops. Employees are relying on the new technology trends that are making their industry and individuality grow. Mobility and flexibility are productive aspects made possible by advanced technology. However, with business growth the amount of data to be processed also increases. Managing copious business documents (especially when you need to swiftly access a detailed document or file) can be tiresome process.

Document Management Systems are required by developing and established business as paper documents and records take up more space and munch through more time. Business organizations are shifting their focus on reshuffling their important business data so that they become more systematic to digitize the documents.

A Document Management Systems (DMS) helps organizations to easily access and manage their data effectively and efficiently.DMS is very vital for companies as agility and operational speed are the main factors that determine whether a business firm can remain competitive in today’s cut throat business world.

The emerging trends that is making mark in DMS and proving to be a functional weapon in the success of companies are:

Document management through the cloud: Cloud computing brings its surplus of advantages even to the field of DMS. It provides a naturally easy to get resource and repository for both documents and related software and it also is helpful in being cost effective. Having said that, cloud security is among the most researched areas in the current days and we can definitely expect to see huge growth in this area. That would mean DMS through the cloud would only be more and more visible and will absorb more data as compared to other mediums.

Mobile device integration: Everything is going mobile and tech these days. The world of DMS is no varied. With mobile devices being used more and more for business communication, there has been a huge surge in the amount of documents stored, transferred and even edited through them. With the new applications coming up, we definitely envisage a near future where DMS for mobile devices are the upcoming things to talk about.

Publication and DMS: Document Management Systems share a deep association with the existing publishing standards and regulations and therefore, application developers need to take that into account once things start to diversify at a rate greater than what is seen presently. DMS systems are definitely going to be more and more modified not just according to the needs of the organizations using them but also according to the dominions in which they are being used.

Focus on security: Security is definitely going to be the buzz word in DMS in the coming years. With the volumes of documents processed increasing by the day and the channels through which these are propagated getting increasingly varied, chances are that ensuring their security would soon become a major pain point for most organizations. We are heading towards a day, when a major portion of money spent in DMS research would focus on enhancing protection of documents.

Inevitably, with a lot of digital documents coming in, there is a continually increasing need for better Document Management Systems (DMS). With the amount of data being handled by organizations only set to amplify, Document Management Systems are going to be among the most precious assets a firm can possess.

Fahmida Ozair, CEO, SoftAge Information Technology Ltd

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