What are the most highlighted benefits of using document management system (DMS)

Organizations will ask the benefits of document management systems to them before investing into new technology. But like any other tool Document management system DMS rests entirely on how to use it. There are several advantages on using document management system :

1.       Reduce mailing costs :

                                      It is the most basic impact on every organization, before the usage of document management system you will have mailing costs to pay. But after using this software you will have few costs or maybe no costs in some situations. The costs will reduce up to certain point which will affect the efficiency of the business and it will increase on higher levels.

2.       Enable staff to work more efficiently:

                                                            Efficiency can’t be measured through dollars but yeah in some cases it can be. The HR department might hire employees to manage the company increasing department staff. However using DMS the HR department will be able to automate  posting jobs on third-party career sites, data entry and filing. By automating these manual tasks the HR department was able to hold off on hiring new team members.

3.       Minimize the risk of Record keeping Fines :

                                                                       A quality DMS does more than just help you go paperless. Beyond eliminating the need for employees to take time manually filing records, it can also help you comply with recordkeeping requirements.

These are some major and highlighted advantages for any organization of the benefits of using and investing in Document management system (DMS). 

Source : 

5 Ways Document Management Systems Can Improve the Bottom Line

what are the basic Reasons to Manage Contracts with Document Management Software???

Contract management can be a paper-heavy and time-intensive process due to excessive contract length, revisions and approval steps. In addition, contracts must be stored in an easily accessible place so that they are available for reference at any time until they expire or are renewed. Here are five reasons why a document management system is a great tool for contract management.

1. Decreased Costs

Storing contracts in an electronic repository results in decreased storage, printing and courier costs. Contracts can be shared by email or through an online web portal—eliminating the need to ship huge packets of paper. They can also be signed electronically, eliminating printing completely.

For example, Arquivo Digital manages contracts for vehicle financing in Brazil. By automating contract management, contracts can be scanned in at any location—including the depths of the Amazon jungle—and accessed immediately through an online portal.

2. Central Control

It is possible to store all versions of the same contract in one document, ensuring that the newest version is always the one being accessed and revised. Different levels of contract access can be granted to different individuals. For example, the legal counsel will be able to edit the contracts while the records manager may only be able to read the content.

For example, Fairfield Industries uses an ECM system to manage valuable contracts related to seismic equipment. The system gives the organization the ability to provide the landman with instant access to the documents he needs—while still protecting confidential information in compliance with regulations.

3. Improved Accountability

Electronic contracts stored in a repository can be accessed from any computer or mobile device. Making contracts so easily accessible leads to improved accountability over stipulations and conditions, since a contract can be viewed at any time. For example, United Road Towing scans all documents related to towed vehicles into an ECM repository and makes them available to its customers through an online portal. Customers can access the towing contract and all related documents on the same day as the tow, eliminating any confusion regarding the conditions of the tow.

4. Increased Productivity

Reviewing and approving contracts is faster when an electronic contract arrives in your email inbox rather than a hard-to-sort stack of paper delivered via a courier service. Even if the recipient is out of the office, he can review and sign the contract from a mobile device.

souce : 

https://www.laserfiche.com/ecmblog/5-reasons-to-manage-contracts-with-ecm/

What are the key benefits of Document management?

Document management is a software which stores documents easily in folder structures. Through this software we can find our documents in a précised and orderly manner, we can find our documents within an organized folder structures. It happens with all of us. Our documents get misplaced and we spend hours to find it which is time consuming, with the help of this software we can store our documents and review them on a long term basis.

Employing a document management software hosts certain advantages:

Document / File repository

It serves as a central repository for all your documents which can be accessed anytime, reviewed, changed and even share with others.

Anytime wherever access

With this document management software user can access their documents whenever and wherever regardless of any device used which is particularly handy.

Better organization

With tags, categories, sub categories, and meta data to mark your files and documents, and becomes very easy to recognize, organize for future.

Time cost efficiency

Employee efficiency is time saving and money saving because documents are saved electronically no manual work is required.

File sharing

With DMS, users get to share their documents with colleagues, regardless of their location. They control with whom to share documents with and files can also be shared through links or maybe publishes on web.

Document management allows users to gain high advantages by saving their important data and documents in an electronic and useful way for long term. 

5 Reasons to Manage Contracts with Document Management Software !!

Contract management can be a paper-heavy and time-intensive process due to excessive contract length, revisions and approval steps. In addition, contracts must be stored in an easily accessible place so that they are available for reference at any time until they expire or are renewed. Here are five reasons why a document management system is a great tool for contract management.

1. Decreased Costs

Storing contracts in an electronic repository results in decreased storage, printing and courier costs. Contracts can be shared by email or through an online web portal—eliminating the need to ship huge packets of paper. They can also be signed electronically, eliminating printing completely.

For example, Arquivo Digital manages contracts for vehicle financing in Brazil. By automating contract management, contracts can be scanned in at any location—including the depths of the Amazon jungle—and accessed immediately through an online portal.

2. Central Control

It is possible to store all versions of the same contract in one document, ensuring that the newest version is always the one being accessed and revised. Different levels of contract access can be granted to different individuals. For example, the legal counsel will be able to edit the contracts while the records manager may only be able to read the content.

For example, Fairfield Industries uses an ECM system to manage valuable contracts related to seismic equipment. The system gives the organization the ability to provide the landman with instant access to the documents he needs—while still protecting confidential information in compliance with regulations.

3. Improved Accountability

Electronic contracts stored in a repository can be accessed from any computer or mobile device. Making contracts so easily accessible leads to improved accountability over stipulations and conditions, since a contract can be viewed at any time. For example, United Road Towing scans all documents related to towed vehicles into an ECM repository and makes them available to its customers through an online portal. Customers can access the towing contract and all related documents on the same day as the tow, eliminating any confusion regarding the conditions of the tow.

4. Increased Productivity

Reviewing and approving contracts is faster when an electronic contract arrives in your email inbox rather than a hard-to-sort stack of paper delivered via a courier service. Even if the recipient is out of the office, he can review and sign the contract from a mobile device.

5. Simplified Records Management

Electronic contract storage simplifies records management in multiple ways. Records managers can be automatically notified when a contract is close to expiration, so that they can earmark it for renewal or automatic archival.

Keeping contracts in an electronic repository also simplifies compliance with records management regulations, as appropriate retention can be applied automatically. Stewart Enterprises juggles different regulations for its contracts and facilities across the country. Storing contracts in an electronic repository allows the company to track and store documents in compliance with these regulations while still giving employees access to the documents they need to work with a client’s file.

for more information please visit this link given below : 

https://www.laserfiche.com/ecmblog/5-reasons-to-manage-contracts-with-ecm/

Does Your Office Need to Go Paperless?

Going paperless is about more than throwing out the office memos and making fewer copies. It’s a big picture shift in the way an organization operates.

This seven question quiz will quickly tell you whether adopting a paperless document management system is right for your office.o learn more about paperless document management software and determine whether it is right for your organization, get your free copy of the Document Management Buyer’s Guide.Some of the products and services listed on the Laserfiche Solution Exchange were not developed by Laserfiche. The recommendations and opinions expressed on the Laserfiche Solution Exchange are those of the person or persons posting the recommendations only, and they do not necessarily represent Laserfiche's opinion or recommendation of the product or service being reviewed. Laserfiche disclaims all liability resulting from your purchase or use of any non-Laserfiche software product or service listed on the site.

for more information visit the link given below : 

https://www.laserfiche.com/ecmblog/quiz-does-your-office-need-to-go-paperless/

The Beginner’s Guide to Document Management Software!!

Why Should My Organization Care about Document Management Software?

Streamlining business processes and increasing efficiency are fundamental concerns for any organization, regardless of its size or industry. By implementing document management software, business owners can realize many benefits that noticeably improve organizational efficiency.

Document management software revolutionizes the management of information, making it possible to:

• Manage millions of documents and retrieve the right one in seconds
• Share documents with colleagues while protecting confidential information
• Automate time-consuming manual processes
• Access documents on your smartphone or tablet while you’re away from your desk
• Back up files and records for disaster recovery . Managing documents in an organized, shared repository allows users to retrieve critical information with a single search.

for more information visit the link given below : 

https://www.laserfiche.com/ecmblog/the-beginners-guide-to-document-management-software/

10 Things to Know About Document Management in the Public Sector!!!

Are paper-driven tasks taking longer than they should? If yes, it may be time to modernize your business processes with document management. In the following infographic, the Center for Digital Government (CDG) compiled survey responses from 203 state officials regarding their use of document management solutions. It’s not surprising that over 80 percent of respondents agree that document management is a priority. Get informed about the 10 things you need to know about document management in the public sector.Some of the products and services listed on the Laserfiche Solution Exchange were not developed by Laserfiche. The recommendations and opinions expressed on the Laserfiche Solution Exchange are those of the person or persons posting the recommendations only, and they do not necessarily represent Laserfiche's opinion or recommendation of the product or service being reviewed. Laserfiche disclaims all liability resulting from your purchase or use of any non-Laserfiche software product or service listed on the site.

For more information the link is given below : 
https://www.laserfiche.com/ecmblog/infographic-10-things-to-know-about-document-management-in-the-public-sector/