As technology has continued to bring us improvements and more access to information, our need for continued evolution in how we store and maintain our critical information has changed. If we go back only a couple of decades, we will remember a time when the only way to communicate in writing was with a typewriter, ribbon of ink, and paper â€“ lots and lots of paper. Because of the process involved to put together a memo, we simply produced less.
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Importance of Enterprise Systems in Digital Businesses
But now that we can distribute critical communications at just a push of a button or two, we have more information than we know what to do with; literally. With voice to text systems that allow us to transcribe our verbal thoughts directly into writing, and the younger generations growing up familiar with keyboards and social media, people can communicate better, and faster.
So what does that mean for large enterprises that need to ensure accessibility and availability of large amounts of data, all the time? For many, the assumption is that an Enterprise Content Management (ECM) system will be required to keep order and avoid the chaos of all employees leveraging their own unique approaches to document storage and security. And historically, an ECM has been the right approach to enable a search for data, both structured and unstructured, in documents. For large organizations, it is assumed that an enterprise-style or enterprise-labeled solution is what is needed to scan, analyze, capture, store, share, and secure information developed within the organization.
Modern DMS Tools have Scalable Capabilities
Thankfully, most Document Management Software (DMS) tools of yesteryear have evolved with the times, offering scalable capabilities that can be leveraged enterprise-wide. In fact, a DMS tool with an advanced scan to PDF feature built right-in, offers the same capabilities as the revered EMS style system.
- Todayâ€™s DMS tools are mobile, allowing on-the-go workers to work where it is most comfortable for them. As with the advent of laptops, a DMS system, by design, integrates with cloud services such as Google Drive, OneDrive, and Dropbox, which means that documents can be accessed through the DMS, wherever you or your employees may go.
- Optical character recognition (OCR) built within the DMS makes it easy for users to find what they are looking for. Even â€œold-schoolâ€ documents that used to exist only on paper, when scanned into a DMS can be embedded with OCR capabilities, meaning that these PDFs become searchable, saving precious time and resources as employees are able to quickly find what they are looking for.
- Security remains a key concern for information technology (IT) analysts and business leaders alike. But with the right DMS, you can inherit all folder and file settings that you are used to, just better. This means less of a learning curve for your employees and quick adoption across the organization. This link may help you to learn more.
Businesses of All Sizes Need a Comprehensive DMS
Scalable DMS tools can meet the needs of the more traditional ECM, ensuring that when you first adopt a DMS, you don’t have to switch to another tool when your company grows. With the right DMS, your document system will grow with you. And, as your needs change, so too can your DMS provide you with new features and capabilities that have either been added behind-the-scenes (particularly useful and beneficial in a SaaS model), or that you previously did not have a use for.
In fact, in many cases, a DMS can be rolled out to one division of an organization so that best practices and a list of questions and answers can be captured, and then those learnings can be leveraged for a roll-out to the rest of the enterprise. So, to ensure you select the right DMS for your growing organization, ensure that the following capabilities exist:
- Document input, indexing, search, and processing
- Security features including an audit trail, advanced access rights, encryption capabilities, and indexing
- Workflow automation with rules-based processing for incoming documents
- Intuitive user dashboard
- Customization to account for nuances that might exist within your organization
- Scanning capabilities with OCR
- Ability to email and share content directly from the DMS, with integration to your Microsoft tools
- Ability to upload either manually or in bulk
- Mobile-friendly capabilities so that your employees can access and edit documents when on-the-go
FileCenterâ€™s Enterprise-Ready Solution
If you anticipate that your business will grow, and you want a DMS that can grow with you, the FileCenter DMS is an excellent choice. FileCenter is known as a low-cost and reputable leader in the document management space, offering features and pricing that their competition canâ€™t meet.
- Easy to install â€“ Often, organizations delay adoption of a DMS as they are concerned about the amount of time it will take, and the disruption that it could have on the business. But FileCenter is easy to roll-out. All that is needed is a download of the set-up file, and you are then ready to get to work. The system leverages Windows to store files, which eliminates the need for complex databases.
- Easy to learn â€“ Donâ€™t be concerned about a long learning or adoption curve. FileCenter strives to be as intuitive as possible, with a simple user interface that is easy for employees of all levels to master quickly. Plus, online training is available, and there are a variety of self-help tools available, created by technical support specialists.
- Easy on the wallet â€“ FileCenter is known as the low-cost leader in the DMS industry. But, that low cost does not mean low quality. Customer testimonials show that many customers wouldnâ€™t have it any other way, and view FileCenter as a critical component in their business operations.
When you start out in business, you never know where it might go. And, while you hope it will succeed, and you put your blood, sweat, and tears into making it a success, leaning on business experts in the document management space can take away stress and inefficiency in your business operations. This means you can become a profitable business, faster.
Featured image source: Freepik