Managed Document Services take a comprehensive approach to understanding your business processes – from a document’s initial generation to its end-of-life activity. It has multiple benefits for your business:
Document Archiving
Document management systems leverage the power of the cloud. They allow all your business’ important documents to be stored in a secure central repository and then accessed, viewed, changed and shared with colleagues as needed. Documents may be organized in any hierarchical method you choose – alphabetically, chronologically, etc.
Managed document systems also keep your digitized documents safe in the case of disasters like fire or flooding.
Document security
Multilayered security policies can be easily managed and maintained through a document management system. Most importantly, access control is utilized to ensure that only the employees that should have access to sensitive content actually have it. Role-based access control (RBAC) is generally the most common method of document access control.
24/7 and everywhere access
Document management systems ensure that your employees have the ability to access files and documents anywhere, anytime, and from any type of device. This is especially important as more and more businesses rely on mobile employees and those working at remote offices.
Application Integration
Document management systems can easily integrate with multiple third-party applications, so that you are not forced to implement and learn new programs. This also means that your data remains intact and safe. Today’s DMS programs support integration with all email applications, allowing the sharing of documents among recipients inside and outside of your organization.
Improved organization
Document management systems allow you to use tags, categories, subcategories, and metadata to identify your files and documents, so that they become easier to organize, locate, and retrieve for future use. Keyword-based search is the most common method of document searching.
File sharing
Document management systems allow users to share and collaborate on files and documents with colleagues, regardless of their location. DMS systems allow administrators to control file-sharing between users, adding an extra level of control. Audit-trails allow administrators to see who has viewed and edited network files and documents.