Embedding DMS into Established IT Practices

If you are a small business owner, you know how important computers are to the success of your company. In this day and age, it’s nearly impossible to manage the daily affairs of a successful business without the assistance of computers. They increase efficiency, save time, and magnify efforts. Many small businesses use computers in the following ways:

Marketing

Computers allow businesses to create and maintain websites, develop marketing campaigns, and produce and distribute ads. They also allow users to upload pictures, videos, articles, and blog posts to spread the word about their services and goods.

Electronic Communication

Communication with clients, customers, vendors, and business partners is essential to the success of small businesses. Computers provide business owners with access to email, instant messaging, computerized phone systems, and social media.

Documents and Reports

Word processing and spreadsheet software are a must in today’s business world. This software makes computers the medium for creating documents, slideshow presentations, reports, tutorials, memos, charts, and graphs. It also makes it possible to organize, manage and calculate alphabetic and numeric data.

Accounting

Using computers and accounting software to manage taxes, invoicing, expenses, and payroll ensures that financial data is accurate and accessible. Small businesses simply have to input their financial data to see losses and gains, and view all essential tax information.

Commonly Used Software

In cooperation with computers, there are several software programs that are frequently used by small businesses to increase efficiency and manage necessary tasks. These software programs include the following:

Office Suite

Office Suite is productivity software developed by Microsoft and is the most widely used computer software in the world.  The software is designed to produce information, such as presentations, documents, spreadsheets, databases, as well as organizing personal information. The most popular features of Office Suite include the following:

  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook

Adobe Creative Cloud

Creative Cloud, software offered by Adobe, is downloaded from the internet and installed directly on a business’s computer. The software was developed for graphic design, video editing, web development, and photography.  The most commonly used applications within the Creative Cloud include the following:

  • Adobe Photoshop
  • Adobe Acrobat
  • Adobe Flash
  • Adobe Muse
  • Adobe InDesign

QuickBooks

QuickBooks is user-friendly accounting software developed by Intuit. The majority of QuickBooks users are small businesses who desire to keep their finances accurate and but lack adequate accounting knowledge. In addition to fundamental business accounting procedures, QuickBooks also provides other accounting processes such as business budget management, expenditure tracking, and historical accounting practices. Small businesses also benefit from the following commonly used features:

  • Payroll
  • Inventory tracking
  • Credit card processing

Document Management Software

Document management software (DMS) systems are cloud- or software-based services that store all business files electronically. These services pave the way for businesses who desire to eliminate the time- and space-consuming practice of maintaining paper files. Compared to other software, document management software is fairly new to the business scene. Let’s take a look at how DMS can benefit small businesses.

Increased Efficiency and Productivity

DMS is a centrally located digital storage library for all of a business’s important files and documents. This system eliminates the need to maintain numerous paper files in various locations and eliminates the need to routinely search through numerous file cabinets. Time can be better spent running and marketing the business.

Easy Access

Files and documents can be accessed by any authorized employee. This is especially helpful for off-site employees. Electronic documents can be retrieved, routed, and shared with all employees as needed. Compare this to the complicated process of tracking down and sharing paper files.

Security

Most businesses have files that need to remain confidential, including tax and employee information. DMS can create password-sensitive files only accessible by authorized personnel. Files can’t be broken into, fall into the wrong hands, or go missing. Document management software can greatly increase file security.

Integration

A DMS program can integrate flawlessly with pre-existing IT infrastructure and programs. For instance, merging DMS with QuickBooks allows for easy and efficient paper trail creation for auditing purposes, quicker document retrieval, increased security of important financial information, and compliance with FINRA standards.

All spreadsheets, receipts, budgets, emails, and important documents created with pre-existing software can easily be stored, retrieved, and shared with the help of DMS.

eFileCabinet

eFileCabinet is DMS perfectly suited for the needs of your small business. It offers cloud or software options, depending on your needs, and also offers the ability to upload and access documents from a variety of venues including your iPhone, tablet, desktop, or laptop. eFileCabinet can be embedded effortlessly into your pre-existing software and increase the efficiency and productivity of your IT infrastructure by allowing you to access all the important information you need to keep your business running smoothly from one convenient digital location.

You can start increasing your business’s productivity and efficiency today. Fill out the provided form to learn more about how eFileCabinet’s time-saving features, such as automated document storage, quick and easy retrieval, and flawless integration, can benefit your small business.

 

Sources:

http://smallbusiness.chron.com/uses-computers-business-56844.html

http://smallbusiness.chron.com/importance-computers-business-world-4013.html

https://en.wikipedia.org/wiki/Microsoft_Office

https://en.wikipedia.org/wiki/Adobe_Creative_Cloud

http://fitsmallbusiness.com/what-is-quickbooks/

http://smallbusiness.chron.com/advantages-electronic-document-management-system-2873.html

By | 2016-12-15T11:59:06+00:00 December 11th, 2015|
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