What document management issue does BeeDMS solve?
Every business needs to manage paper work or electronic documents. Here is how document management system BeeDMS can help to manage work file in best possible manner. This user friendly web solution allows you too easily secure documents.
If you type “document management system” into any search engine, you’ll get long lists of document management “solutions,” many featuring software or apps.
Document management software or apps, however, are designed to improve your business’s handling electronic files. The problem is that many small businesses have to deal with a mixture of old-fashioned data on paper and electronic files—and, in some cases, the proportion of paper data is much larger.
A quality DMS avoids these difficulties by simplifying the ways your staff handle documents. By allowing your business to rely on digital documents instead of physical ones, a good DMS can cut business costs and boost productivity. Want to learn more?
One solution to the problem of a mixed data environment would be to use a document imaging system to convert all of your business’s documents to electronic form. But this is too expensive and time-consuming for many small businesses. Any company will one day feel an need of Document Management System(DMS) to control their even increasing number of various document and drawings.
Note: The good news is that now you can put your document in BeeDMS and document are processed and stored in electronic form not as physical object but as digital ones. The document is no longer the place where words are put on a page, but rather a collection of elements or objects related to a particular topic, brought together. Therefore, a new definition of a document is electronic age emerges.
User can create an electronic document on a personal computer without creating a paper document. An electronic document can be identified, taken and stored from internet in an electronic manner. A single electronic document can be processed and transmitted to others on networks at the same work place or even by users around the world via internet.
- Convenient Retrieval
Documents are stored with the objective of retrieving them later whenever needed. These needs can be transactional, research, legal, or similar. Retrieving a particular document from the typically large volume of business documents can be difficult or even impossible unless a sound DMS is in place. Convenient and quick retrieval is a key objective of installing a DMS.
- Improving Workflow
Business processes typically involve movement of documents from the company to third parties, from department to department inside the company, and from person to person in a department. Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned and efficient movement of documents can significantly speed up business processes and enhance their quality.
- Sharing, Approvals and Signatures
There are scenarios in which a business will create a document just to have it. But, in most cases, documents are meant to be shared and usually shared often. Thus, a focus area for any DM system should be the tools it provides for handling such files. At a minimum, these capabilities exist to streamline this communication and improve returns, either from an efficiency or customer perspective. In some cases, these communication tools also support tracking communications and reporting on them over time; this is a feature that can be particularly critical for documents that have compliance or legal repercussions.
- Finding Documents
By using this metadata, document management software retrieves the document at any time. Metadata includes details like creation date, document type, keywords and the contained text. There are scenarios in which a business will create a document just to have it. But, in most cases, documents are meant to be shared and usually shared often. Thus, a focus area for any DM system should be the tools it provides for handling such files. At a minimum, these capabilities exist to streamline this communication and improve returns, either from an efficiency or customer perspective. In some cases, these communication tools also support tracking communications and reporting on them over time; this is a feature that can be particularly critical for documents that have compliance or legal repercussions.
- Manage and Track file version
Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence. A good DMS can eliminate the chaos that can otherwise result when attempting to locate a particular version.
- Remote access to the document
Company documents and records are easier to share for employees that are working remotely or are constantly on the road. Everything they might need is available in real time.
- User Permission and Access
Includes security procedures and the ability to set access to a user level. Employees can only get access to what they need for their job and mass downloads are strictly controlled.
