The average computer user spends hours on their given device every single day without ever needing to spend much time considering the technical concerns associated with what makes computers work, how binary information becomes files, images, processes, and videos. They press a button to send an email, click a few keys on their keyboard and exactly what they need appears, and how it got there is a concern for somebody else.
But for some, particularly in certain industries, developing an understanding of the way that unique files are created, organized and stored is critical to the success of their business. The use of document management systems to increase the efficiency and overall effectiveness of their organization doesn’t mean anything if their software of choice doesn’t properly handle the kinds of documents they use the most.
Some businesses deal mainly in numbers, while others deal in text documents on a daily basis. Are numerical and textual data files stored differently? How are they organized? The kind of files that users deal in and the way they interact with those files varies across each individual industry. Are specific management systems needed for the best practicdes unique industries, or can an effective document management system handle all kinds of documents? We’ll answer all of these questions within this short article.
Document Management Software
First, let’s start with the basics— what is document management software? Essentially it’s a digital software system used to scan, track, organize, edit and share documents securely in order to increase the efficiency and organization of your company while reducing the monetary and temporal costs associated with paper usage. Basically, a document management system will help you not only use less paper resulting in lower costs but will also dramatically increase the efficiency of your organization by removing the wasteful practices associated with paper. Mailing documents back and forth, rifling through filing cabinets for documents and storing stacks of papers in the office will all disappear.
In the document management system industry, there are two main types of approaches when it comes to their target market and how they design their software. One approach is to attempt to cater to a specific industry, offering features that will be of particular effectiveness for accountants, lawyers, or real estate agents, etc.
The other approach to document management software is to simply create the most powerful system available and include the most robust features and capabilities in an attempt to provide all users with what they need to be effective.
While companies in the first camp will claim that targeted DMS design is good for specific industries, one result that unfortunately occurs as a result of targeting specific tools for specific industries is a DMS that lacks diverse capabilities. In attempting to cater to a specific group, these DMS in fact become limited in their scope and tools, making them ineffective.
What Does This Mean For You?
Earlier on, we asked the question of whether numerical and text-based files require their own unique needs when it comes to document management. The true answer to that question is, in fact, they do not. A catch-all document management system can be equally effective for an accounting firm that deals mainly in numbers as it can be for a text-based industry.
That being said, we recognize that each industry uses different types of documents and interacts with those documents differently. The point is that however you create, edit, store and share files, a powerful DMS can increase the effectiveness of how you deal with those files. Document management is all about helping you more effectively, efficiently and cost-consciously do what you do best. It can remove the busywork-like obstacles that stand in the way of your business and increased clients, and profits.
Other Features of Document Management Systems
To wrap up, let’s take a look at some of the effective features of implementing a robust document management system.
Increased Security and Safety
Effective DMS like eFileCabinet include built-in advanced security measures, including high-level encryptions to ensure safety from data breaches and multiple physical and cloud backups to protect your documents from being lost due to accidental or deliberate disasters.
No more mailing documents back and forth and rifling through folders while a client waits impatiently— call upon and share digital documents instantaneously with a few clicks of the mouse.
Increased Organizational Power
eFileCabinet comes with text-recognition software and search functions that allow any scanned document to become digitally searchable, so you can find any document you need based on keywords and bring it up on your device instantaneously.
To find out more about how a powerful document management system can serve users in virtually any industry, fill out the form on this page to receive a free 15-minute demo of eFileCabinet’s industry-leading DMS.