Your organization produces a considerable amount of documents every day. A paperweight to make your front desk look nice, even that will not escape the paper cabinet at your secretary’s office. She will have to get the accountant list it on the spending side for that month and then file it in the big cabinet under the right tag. Well, quite an amount of work for a small paperweight.

If a paperweight can be so heavy on your employees, think about the multitude of tasks that they get through the paper. Remember, the clamor in your office when an esteemed client requested an old project report, and the file wasn’t where it was supposed to be? When such vital papers play hide and seek with you, it just isn’t funny. It hampers interpersonal relationships as emotions run high and a lot of productive time is wasted.


But today we have a robust solution to this paper management problem, and the answer is a document management system. Times have changed, and companies are going digital, there are even companies without a physical presence that float on the internet. So managing paper is easy as pie today.

Now, what exactly is a document management system?

A document management system is an innovative technology-based solution to traditional paper management problems. It creates for you a unique single place to collaborate, discuss, document and control the various stages of your business. You won’t have to ring for the secretary’s desk every time you want to review a record or to bring a report or proposal on short notice. A few clicks on your desktop or even your mobile device and the document appears fresh and new. Your secretary can take care of more important matters.

Imagine, the big filing cabinet has just vanished, and now you can add a little more aesthetics, maybe a green visitor’s lounge, so that your clients keep coming and a resting place for your employees, to stretch their back.


There is much more to a Document Management System (DMS) than it appears. A DMS will add value to your organization by :


Automating processes - It automates the whole flow of paper. Beginning from the creation of a document, it works like a self-thinking machine. Depending on the nature of the object, you can assign it the list of employees who are to be involved in each type of process. The file management software provides for such modifications with ease.

So once a document is created, and you are not at the office, don’t worry, it will involve the right people and initiate the process. The collaborative space it provides for all authorized individuals enables work from different locations and review the actions taken. Once recognized after considerations, it will automatically publish it. Meanwhile, the old files are moved out on expiration on their own.



Simplifying the search - Simply employee the metadata (which are tags, that the people handling the document make for particular documents), metadata, make finding documents easier as it creates an array of words to point to other records. In an online file management system, it is shared with everyone and hence tagging is made more intelligent and no repetition of efforts occur.



Increasing Productivity - Now, employees can sit more composed in their respective works. The “show me the report,” calls are no more breaking their chain of thoughts. Your secretary can manage other essential tasks. You can handle your field work and involve in desk work at the same time. All of this makes your organization more productive, as you are doing more and doing it differently.



Making things more transparent - each employee will be now more aware of the overall goals of your organization. They get updates on a real-time basis, and that empowers them to make intelligent decisions and thus profit your organization immensely. It improves work ethics and sense of commitment throughout the organization.



Making it safe and secure - Now, your documents are under three-layer security. It is now just not depended on your security guard’s night-vigil. Essential patents, design secrets, marketing plans, they are now super safe with document management systems. And now rats look more friendly, how can they carve a doc file? Fires are also the least of concern.

Document management system gives such powers to your organization that you are now unstoppable. Transform your organization by moving on to an intelligent document management software.