Friday, August 31, 2018
Today’s businesses are shifting from analog to digital technologies. Many organizations are going paperless not only to join the drive for Green IT, but also because of the ease of accessing files anytime, anywhere that is made possible using Document Management Systems (DMS). A solid DMS, which creates and manages your digital files in a central location such as the Cloud, not only reduces wastes but also streamlines your business processes.
An IDC survey revealed that employees waste 3.5 hours per week searching for and not finding documents, with additional hours wasted on re-creating “lost” documents. That’s the challenge faced by organizations that have yet to adopt a Document Management System. A well-planned Document Management System will ensure that your organization’s information is digital, indexed, and readily accessible.
Let’s take a look at the top five emerging trends in Document Management Systems.
1. Software-as-a-Service (SaaS)
The SaaS model appeals to organizations that don’t have the infrastructure or the IT team to manage a dedicated server for their DMS. In a SaaS model, the software and database are maintained by the vendor in the cloud. Aside from the ease of access, SaaS models have built-in security and disaster recovery capabilities.
In today’s era of digitalization, anyone with a laptop, smartphone, or tablet and a WIFI or data connection can readily access documents from the cloud, anytime, anywhere. A mobile-enabled DMS is a must for a geographically-dispersed workforce.
Some of the best DMS offer built-in collaboration tools that help boost employee productivity. There are DMS that can capture scanned documents, automatically break it up into separate files, perform optical character recognition (OCR), and then produce output files based on the document content.
The technology behind Bitcoin is now being considered in almost every digital industry. Researchers are looking at using Blockchain to package multiple documents and ensure its security through the use of cryptography and its verification methods.
In terms of security, e-signatures are increasingly being adopted not just to finalize engagements with customers but also to verify workflows between co-workers.
Investing in the right DMS for your organization will enable you to stay organized, keep track of important files, ensure compliance by knowing the document’s lifecycle, and help the environment by going paperless. If your organization doesn’t yet have one, it’s about time you considered investing in a DMS that best suits your business processes.
Rabbit Office Automation (ROA) helps you overcome today’s challenges in a cloud-first world by delivering office automation through digital technologies.
With our over 30 years proven track-record in providing highly functional, top-quality copier and printing equipment tailored to meet your specific requirements, we offer complete services from reliable copier equipment to strategic document management solutions designed to help your organization increase process efficiency and effectiveness, while lowering costs and promoting a more sustainable environment. For more information on how ROA can help you with your office automation strategy, contact us.