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4 Benefits of a Document Management System


Four different benefits of Document Management Systems and why they are important for you.
Some departments in large companies are notorious for housing large amounts of data, and they need systems that can manage the information well to meet a wide array of requirements. One of the most commonly known areas that fit this specific criterion is the human resources area of a company. Since the human resources area is responsible for securing and processing all of premployment information for the entire company, the paperwork that they receive is often overwhelming.

Once these employees are hired, the paperwork continues to grow because the HR division is also responsible for making sure the records are updated when an employee is transferred from one division to another, receives a promotion, takes required training as well as other essential changes that occur. To keep the employees in the HR division from being completely overwhelmed, many small, medium and large companies are implementing document management systems into their processes.

Document management systems can range in complexity, so the company will need to implement a system that will meet their needs best. Some of the benefits of implementing document management software in any organization are as follows:

Image of Document Saved and Stored Electronically

When an employee is hired into a company that has a document management system, the information that they supply via paper form is converted into an electronic image. This process is normally handled via image scanning.Therefore, once the image has been scanned into these databases, it can be retrieved again.

Easy Retrieval Processes and Document Management Solutions

The retrieval process is normally simple since many of these management software programs are user friendly. Therefore, when someone in an organization sends a request for a copy of the original paperwork, the HR representative can retrieve an electronic copy in a matter of seconds. Which means, the electronic document management systems are also designed to completely replace manual paperwork filing systems.

Work flow Processes and Document Management Services

In addition to easy access to employee records, management can also take advantage of work-flow features. Work flow features in a document management software system will allow employees to track documents via an upper level management approval process. For instance, if an employee is promoted from one job function to another, these transactions may require the approval of senior manager position before the employee can be placed in the job function.Therefore, when an upper level management approves the promotion via the document management work-flow process, the promotional paperwork can be processed via the company's promotion database. These systems are also great for reducing time frames since the paperwork does not have to be delivered physically to the person but it can be routed via an electronic notification.

Meeting Regulatory Compliance Standards

Document Management Software is also beneficial for companies who want to stay in compliance with regulatory standards. Since companies may be fined for not having all the proper paperwork in the employee's file, these systems are idea for ensuring everyone has what they need to do their job functions. For instance, if the employee is hired without having a pr-employment drug test, a report can be run against the software database to find these document search problems and concerns.

Docurated is developing a cloud based application to help knowledge workers surface, organize, reuse and share their most powerful content, regardless of information location or format.