How many times have you woken up and thought to yourself, ‘I need an DMS solution!’ …probably never.
Do you even know what an DMS solution is?
(Document Management Solution)
How many times… have you struggled scanning something to yourself and it’s not quite right, but you ‘make do’ it might be in the wrong file format PDF is secure but ideally you need word or excel so you can edit it, so you either retype the whole thing or use Tipp-Ex to cover the error and write the correction onto the page manually – or worse don’t change it at all.
How many times… have you got the document over to your PC and then wished your manager could authorise it straight away, so you could then action it. Or worse you, or they lose the hard copy, or it gets forgotten about while it sits under the mountain of paperwork you all have to deal with?
How many times… look for paperwork that you have passed to someone else and they have not returned it yet, and they swear they have done it and passed it back or forwarded it on to someone else and you have no paper trail?
How many times… have you had a difference of opinion with a customer or a supplier and not had the information to hand, and had to call them back after you have searched through countless folders to get the paperwork, only to find that not all the documentation is available or worse someone has filed it under another heading so you have to go round the office asking for the new details from who filed it.
And how do you tie together digital information like emails, with your paper ones, if the emails went to someone else in the department. How would you know it was even sent?
Are you nodding yet?
So, hours later you get your documents / letters back, and you’ve finally cleared up any miscommunications, only to have to file them for the first time or put them back yourself – when do you get the time?
Are they going into the right folders or files?
Are the files even in the same building?
How many times… have you gone to print a document and nothing happens because the machine is out of toner and you have none in stock. So you go back to your PC and reprint your document to the next nearest device, your print isn’t meant for anyone else’s eyes so you rush upstairs at breakneck speed to get to it before anyone else does. Later, one of your colleagues puts new toner in the machine downstairs and out pops your original print job, which is now on display for everyone to read, oops!
How many times… have you gone to the photocopier to copy a few documents, and in between swapping the copies someone prints War and Peace and all you can do is to wait for it to finish. Then they come over as you look at them and they apologise sheepishly for interrupting your work, as they collect their print. Infuriating isn’t it!
Definitely nodding now?
You might not have woken up thinking you needed an Document Management Solution, but if you nodded yes to any of the above you definitely need one!
From the Input (scanning), Throughput (document lifecycle) and Output (printing), we have a range of solutions that can help relieve your stress levels, and make your print management easier, so you can be more productive at work.
All our Document Management Solutions are scalable which means we can help you whether you have one device or a hundred devices.
Article written by our in-house Product Specialist. Edited and published by Marketing.