5 Features of a Good Document Management System

 

Astragraphia Document Solution - Overwhelmed with your current information management system? Lost control of your company data? Stuck with manual processes involving paper or approval processes from various cross-departments? This is how Astragraphia Document Solution can help you with digital document products and solutions from FUJIFILM Business Innovation.

The Traditional Way VS Using a Document Management System

Businesses have several options for storing documents. For small businesses, it's common to physically store documents, either in a filing cabinet or on your computer, and keep track of them with folders and labels. However, this practice may not be the most practical as your company grows – the sheer volume of documents can quickly become overwhelming.

If you find yourself spending more time managing your information management system than using it to actually get work done, that's a sign something is wrong. Especially when you spend hours each week just keeping things organized, consider implementing a document management system that can be customized to suit your company's needs.

Basically, a document management system is software used to store, track and manage digital documents and files. This solution is designed for all business sectors in Indonesia, a good document management system comes with various time-saving features to increase your productivity.

5 Main Benefits of Having a Good Document Management System

1. Efficiency

If you're slowed down by paper-based processes, a document management system can speed things up. Documents can not only be scanned and transferred to cloud servers instantly, but you will also be notified of any downloaded documents that require your attention. This can make collaboration more productive and efficient while reducing the amount of physical storage space required for paper documents.

2. More Space

One of the biggest advantages of using document management is that it helps companies to save physical space. Instead of having a filing cabinet full of paper documents, you can free up much-needed space by storing everything digitally. Now, with the option of uploading your daily documents into your system, cupboards, drawers or folders can be put to better use for storing important documents where their physical versions must be preserved. This is especially beneficial for New Zealand businesses with limited office space.

3. Reducing Environmental Impact

Consider all the paper used in a typical office environment – ​​from invoices and contracts to employee records and customer data. Now, imagine if all that paper could be eliminated. That is exactly what a document management system can do. By converting paper documents to digital, document management systems enable companies to make a sustainable contribution to the environment as a whole and successfully manage the company by reducing paper use.

4. Easier Collaboration

Whether you're working on a sales proposal or office memo, chances are that your document usually goes through several rounds of revision before it's finalized. Keeping track of different types of documents can be difficult, especially if everyone on your team uses different naming conventions. A document management system can help by automatically tracking document changes in one place and ensuring that everyone is working with the latest version.

5. Enhanced Security

Additionally, if your business deals with sensitive information – such as client records or employee files – you want to ensure that only authorized personnel have access to it. Document management systems can do their part by allowing you to set different levels of permissions for different users. For example, you can grant employees read-only access to certain files while reserving edit rights for managers. By controlling who has access to what, you can be sure that your electronic documents remain well protected.

The Rise of Remote and Flexible Work Arrangements in Indonesia

Managing documents can be a challenge for any business, but it can be especially difficult if you have remote employees. As hybrid work becomes more common – with some companies allowing employees to work from home whenever the right solution can make a difference in accommodating this shift.

If your organization employs flexible work arrangements, consider adopting document management to centralize your documents in one secure cloud server system. This not only enables better collaboration between team members both in the office and remotely, but also makes it easier for them to get the information they need from wherever they are.

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Whether it's creating and storing documents or facilitating project work with remote team members, document management can enable your business to run more smoothly overall. Astragraphia Document Solution, we offer comprehensive document management solutions as part of our products and services. Set up our document management solutions that are compatible with our range of multifunction devices to enjoy their benefits in your work environment. Contact the Astragraphia Business Consultant Team or Halo Astragraphia at 1500345 every Monday - Friday 07.00 - 18.00 WIB to learn more about the Document Management System that is suitable and appropriate for your company.

Source: FUJIFILM Business Innovation