The Benefits of Document Management Software
What are the benefits of a Document Management Software?
After 25 years working in the document management industry, I’m often asked two questions: what are the real benefits of a document management system, and does it actually deliver a return on investment?
Before answering that, it’s worth briefly defining what we mean by a Document Management System.
A Document Management System (DMS) — also known as an Electronic Document Management System (EDMS) — is software designed to securely store, manage, track and organise electronic documents and files. Its purpose is to streamline document-based processes, improve collaboration, maintain compliance, and boost productivity across the business.
So, what does an EDMS actually do?
In simple terms, an EDMS connects your people to the information they need to do their jobs.
Accountants can instantly access invoices
Warehouse managers can retrieve signed despatch notes
HR teams can securely manage personnel records
Engineers can find change request forms without digging through folders
If you need information, your EDMS should be the first place you look.
Core features of a modern Document Management System
A good DMS will offer all of the following — and more:
Web-based access via PC, tablet or smartphone
Cloud or on-premises deployment, depending on your needs
Flexible paper scanning options for both low and high-volume users
Email capture, including integration with email servers or clients such as Microsoft Outlook
Powerful search, using document content, metadata or simple folder structures
Version control, ensuring everyone works from the latest information
Subscriptions and alerts, so users are notified when key documents or folders change
Advanced security, replacing messy network drives with a controlled, auditable repository
Workflow automation, eliminating manual, paper-based approval processes
User-defined portals, showing each user only the documents relevant to their role
Fast implementation and low maintenance — modern DMS software shouldn’t require specialist expertise to keep it running
Ready to modernise your document management?
Whether you’re looking to implement an EDMS for the first time or replace a legacy system, Document Genetics can help.
Contact us today to arrange a Free Automation Audit and discover how much time and cost you could save.
