5 Smart Ways a Document Management System reduce Operational Cost


With the demand for information to be easily accessible and at the same time maintain the security aspects there has been an increased demand for efficient Document Management systems.

Professionals spend 5 – 15 % of their time reading information, but up to 50 % looking for it.

In this post, we will explore how document management software (DMS) can help you to reduce operational cost.

Avoid Non-Compliance Cost

When an organization fails to comply with government regulations, it’s likely to suffer fines & legal implications. Understanding, interpreting and following these can cost your company TIME, MONEY and NEW business opportunities

By having an Effective DMS in place we can ensure compliance with industry regulations. This is accomplished through reviewing, automated workflows, versioning, tracking changes in documents, retention and disposition.

Contact us today to discuss how we can help you with the technology aspect of compliance. Which systems to use, where and how they can be integrated.

Allows Remote Access to Documents

Cloud-based document management system enables employees to access the document on the go. It also eliminates the need to carry documents physically.

Employees are now better positioned to serve their customers efficiently and quickly. This helps in building a strong CUSTOMER RELATIONSHIP with access to documents on the GO and with document sharing. Also, it is easier for team members to COLLABORATE and communicate with each other.

There is a proven improvement in efficiency of 20 – 25% when office staff can access company information remotely.

Minimize investment in office storage & additional hiring

When you switch from paper-based storage to online storage you can get rid of the expensive cabinets and file storage units. As a result, you can utilize that space for more productive uses rather than storing papers. Moreover, you get rid of the additional manhours and resources required to handle & maintain these documents in an organised manner.

With DUBAI aiming at “eliminating more than 1 billion pieces of paper used for government transactions every year”. You should also join the paperless initiative.

We can help you with this initiative by creating a document management strategy and riding the paperless wave! Schedule a free consultation with us!

Increased TURNAROUND TIME through better & faster inter-department communications 

Document management system facilitates interdepartmental communication and collaboration. This makes it easier for everyone to find the right document without having to maintain separate copies for each department. 

 Versioning Control feature allows everyone to find out the latest version of the document. With version control & alerts, you can monitor the changes made rather than contacting the respective department to check on the status.

When interdepartmental communication becomes smooth, tasks are completed faster and more efficiently, which can ultimately translate to reduced operational cost.

By providing convenient & immediate document retrieval

With document in the cloud, employees can now easily locate files through simple keywords searches. Rather than searching in file cabinets or disorganised Desktops/Laptops which results in increased productivity at work. 

To know how DMS can save your company money and ensure greater staff productivity. Download the eBook “Discover how a Document Management System can Boost Organisation productivity

So ready to start your digital transformation?

Contact us to know how about our Document Management System (DMS). How we can help your company’s Digital Transformation Journey and reduce Operational Cost with DMS.

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