A 6-Pointer Guide To A Good Document Management System

Pandemic or not, the biggest pandemonium that an organization can face is the mismanagement of paperwork. From the various deeds and contracts to the recurring forms and subsequent documents, documents are an essential part of any organization. Not only should they be meticulously created, but they should also be stored and protected in the best way possible. A document management system comes in handy here.

In the current scenario, when remote working has become a reality and documentation is going online, how should an organization streamline all its paperwork on one platform, in a way that it is easy to access yet difficult to breach? The answer lies in an efficient document management system.

Let’s take a look at some features you can expect from a good document management system:

Metadata

This is another basic feature which a good document management system should provide. A DMS should be able to provide tags for the existing files on the system so that it becomes easier to retrieve them. Storing metadata is an important feature, especially in the case of bigger organizations that may have millions of files. In the event of having to extract a particular one, this feature would be useful.

Secure Database

A document management system is futile if it does not come with security features. An organization’s documents are its holy grail, one that they have to protect at all costs. These documents contain information of sensitive nature that should not fall into wrong hands. A good document management system should come with various levels of security, from individual passwords to administrator access.

Remote Secure Access and Digital signature

The best document management system is one that doesn’t compromise on productivity by depending on the on-desk presence of the users. A good DMS should come with remote access, which is especially useful in these times when most of the organizations are working from home. Another important feature should be that of digital signature creation and storage, which should come enabled with ample protection to prevent identity theft. With these features, the concerned people can access the documents from anywhere and at any time.

Search and Save

OCR functionality should be enabled to allow the users to search documents via keywords and save copies or share, as the need may be.

Workflow Management

A critical feature which not many document management systems have been able to tap into. With the current remote working scenario, it’s a boon for the managers if they can get their hands on a document management system that enables them to create calendars, streamline workflows, and generate reports to gauge the productivity. GCR’s comprehensive management solutions do come with workflow management systems which, aligned with the document management system, ensure maximum productivity and minimum hiccups.

An example of this is the workflow management of Trade Advance by GCR WMS and DMS. Other internal applications were synced with systems communication for real-time key data elements such as Dealer Status, Dealer Unique Code, Application Status, System Generated Transactional Number, and more. The features also facilitated the creation of new Trade Advance Request and track of the previously generated ones.

Ease of Organization

This is the most basic need that any document management system should be able to take care of. A good DMS is one which does not provide a cumbersome way to store and manage documents. It should have simple steps of storing files in folders and should be able to organize them with simple commands, with respect to date, time, etc. The user interface should be easy enough to navigate. Additionally, the DMS should have an inbuilt command of generating the non-editable PDF versions of the files and print or share command, to save time and effort.

Scenarios where Document Management Systems Can be Used

A good document management system streamlines all the processes involving paperwork and more, enhancing the productivity of the team and the organization in the process. Here are a few real-life scenarios where DMS can come in handy:

• Human Resource
  A document management system customized and curated for the Human Resource should come with features such as a compliance module, mobile application for employees, automated emails, and more. With HR being a department that needs to keep a record past and present employees along with prospective ones, a good document management system is the need of the hour to enhance their productivity.
• Legal
  The whole legal department runs on records and files. Thus, a document management system that gives them features such as case management, client management, compliance module, automated emails, along with opinion management, and more can streamline their department quite well.
• Finance & Accounts
  A company’s finance and accounts documents are laced with information of sensitive nature, and they need a document management system which is not only organized but secure as well. DMS, with links to core financial systems such as ERP and features such as master management, vendor invoice and expense management, transactions master, and more can ensure that your financial documents are saved in a secure manner and can be retrieved easily any time.
• Contract Management System
  A document management system is also handy when it comes to managing an organization’s own document management. Features such as contract life cycle management, version control, task management and more ensure that the organization is aware of each contract and what stage it has reached.
• Engineering
  DMS is also quite useful for the engineering department, where the designs and drawings for existing and future plans and projects can be stored safely, with additional features of notes and annotations. This can be combined with workflow management systems for optimum productivity.
• Mobility and Security for Small Businesses
  The current scenario requires working out of office. Not only current scenarios, but many young businesses believe in being on their toes as well. They require mobility and security over various networks, and the application versions of DMS provide them with the same.

Whether in trade flow businesses or in the human resources department, document management systems can streamline each and every aspect of the organization. You only need to pick the one that suits your requirements perfectly. A good example of this is the GCR DMS which aims to automate your business functionality by organizing your documents in an accessible, secure, and productive manner, no matter the size and scale of the organization.

Document management is the need of the hour. It always has been, but with remote working being a reality, for now, it needs to be focused upon more than ever before. A good document management system will help you achieve that.

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