Document Management Systems Examples [7 Org. Departments]
Today you’re going to see 7 real examples of document management systems within an organisation.
But first, let me ask you a question.
How many times a day do you google information?
– a date
– a place
– an event
– or even a person
Now, can you imagine how long it would take you if you were looking for this in a library? Book upon book, row upon row… nightmare.
But before the internet, that’s what we did. And didn’t think twice about it.
Also, what if you lost the connection to the web and you had to find that information the “old fashioned way”… nightmare again.
So why, in this day and age do we do something similar in the office every day?
Just imagine the convenience of being able to “google” all the office documents based on any search criteria you want.
How powerful and quick that would be?
OK! We know there is no such thing yet as Google for the office, but we do have the next best thing document management.
Did you just sigh?! Bear with me, don’t stop reading now.
Many people get caught up in the term and buzz word Document Management and it’s explanation.
I think it can lose its initial message and how it really can bring value to your business.
And yes, you do have to put some work in, scanning and in some cases indexing.
But the rewards you get back are amazing.
Let’s get started with the Document Management Systems Examples.
I will explain the features of an archiving and workflow solution based on how it can help different departments.
And how it may apply to your own office.
#1: Managing Director
- You can access any data entered for a quick response. Everyone else has access rights based on their job description.
- It helps the company to become legally and securely compliant with read-only and version control.
- Track document stages in sales or accounts or receive reports for a high-level overview of the company.
- Through improved productivity of staff, the company will gain increased efficiency and compliance.
- As staff join, leave and submit Cv’s everything has to be kept (if the applicant allows). Search on a name or see any document that the staff member was included in, or group them together as a profile.
- Create an HR workflow so that CV’s go to the right department managers based on the job description which speeds up the selection process
- Accepted or reject documents with notes by that manager back to HR to narrow down the right candidate.
- Search on a word like juggler and no matter where that was on any CV, it would be highlighted so you could look for specific skill sets.
- Have mobile access to retrieve information while off-site great for meetings and updates
- While you’re on the phone you can search on that particular document or supplier and email it to your caller while you are still talking.
- Create a workflow that allows for invoices to be authorised by management if it’s under for example £1000 but it may need to be sent to a director if it’s over that amount.
- Paperwork never get lost so payment can be tracked or queried on demand.
- integrates with sage and other ERP systems
- Access to internal paperwork from staff: holiday forms, mileage forms, expenses, credit/fuel cards, etc.
- Training departments can add exams or updates to staff profiles and check the progress of their training
- Setup reminders for renewal dates on insurance policies or other documents like MOT’s, DBS checks, etc.
- All relevant digital documents can just be ‘dropped in’ making storage quick when you are time poor.
- Follow your product from creation to delivery.
- Use a workflow to combine its build with purchasing of equipment and tracking progress round the company or production elements.
- Create a project file which has every element of the paperwork digitally rather than hard copy.
- Eliminate the chance of losing paperwork associated with each new project and makes all stages trackable.
- Store all your manuals and health and safety information for easy search and retrieval
- Check the status of goods ordered and bought.
- Work alongside accounts to send the invoices to them on arrival for prompt payment.
- Check what goods are in and which are not by having an email reminder sent, so less delays.
- Delays and updates can be communicated to the customer for a better relationship as processes are traceable.
- You can see the progress on all the deals sold and in the pipeline, creating better forecasting.
- Be part of the workflow to check and authorise all the paperwork before being signed off for completion of a new customer enrollment or sale.
- See all your customers and items to help resolve issues or look at correspondence from other departments saving time.
- Do a search criteria based on product and year bought so you could look at renewals and upgrades.
- Set the internal calendar to remind you to call after 3 or 5 years.
As you noticed above in the 7 document management systems examples you have so many features within a DMS
– search and retrieval
– workflows to automate processes and control paper
– permission and retention authorisation
– version control and redaction for confidentiality
– collaboration on the same document
It can integrate with many CRM, ERP and HR systems and each solution is totally bespoke to your company.
The size of the system is almost irrelevant.
From 1 person to over 100. It’s totally scalable and can grow with the size of the company or department.
Now I’d like to hear from you:
In which of the above departments do you work?
Do you want to try a document management system?
Or maybe you already use one.
Either way, let me know by leaving a quick comment below right now.