• Joshua Diniz

4 Reasons Why Document Management Solutions Are Practically Beneficial For Your Office


Document management solutions (or DMS for short) don’t have to be an intimidating major move. Don’t let the little acronym scare you; DMS is on your side. To understand why so many companies are making the transition to paperless file management using DMS, we’ve made a list of reasons why document management solutions are beneficial for the well-being of your business. Read on to find out more!


Low Cost

DMS vendors tend to offer both in-premise and cloud solutions. However, we’re observing an increased preference of cloud over in-premise DMS options. This is due to a lot of other reasons, but the most common reason is the plan’s price factor.


Cloud based DMS is much more affordable than in-premise solutions. This cost effectiveness (when combined with the reasons we list below) is a driving force for an increasing number of organizations to opt for cloud solutions. 


Robust Scanning & Automatic Indexing

Scanning a physical document comes with its own challenges, especially when you want this data in a centralized place. This is where DMS comes to shine. Not only does DMS ease the scan and upload procedure, but it also comes with the ability to automatically index these documents.


While DMS offers manual indexing options, the automation features work with OCR (optical character recognition) to help reduce your workload. This is an invaluable asset that saves time and money! More information on OCR and scanning can be found on our blog. Here’s a more specific article.


User Friendly Browser Based Interface

Unlike previously, DMS can be distributed as a browser-based service. What’s beneficial about this is there’s no need for individual installations on every computer in your workplace. Another added advantage of browser-based applications is that their browser based framework means that they can run on any operating system that supports the browser used.


Additionally, DMS vendors strive to make their interface and user experience as accessible as it can be. Having an intuitive and easy to learn software means your employees don’t need to put in a lot of effort to learn the basics (or the ins and outs) of the program. 


Scalable Infrastructure

Implementing DMS does not have to be a sudden, deep dive into unfamiliar territory. DMS vendors are always glad to help you start with a small plan. Cloud-based DMS options are encouraged if you’re venturing into the paperless territory.


DMS vendors also encourage scalability in their services. As your company grows, the scope of your DMS can be upgraded so that it suits your needs. Scalability in DMS makes it excellent for a company that expects development.


If this isn’t enough to convince you to consider shifting to a DMS, we have a plethora of articles on our blog to help you learn insightful knowledge on the scope of using DMS (and going paperless). If you would like to get on a call with us, reach out to us here. We’re always looking forward to help you make an informed choice.

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