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5 Reasons you need a Document Management System

Document management can be a paper-heavy and time-intensive process due to excessive length, revisions and approval steps of these document. In addition, its important sensitive organization’s documents are stored in an easily accessible place so that they are available for reference at any time until they expire or are destroyed where necessary. Here are five reasons why a document management system is a great tool for management of sensitive documents in your organization.

1. Decreased Costs

Storing your documents in an electronic repository results in decreased storage, printing and courier costs. Contracts can be shared by email or through an online web portal—eliminating the need to ship huge packets of paper. They can also be signed electronically, eliminating printing completely.

 

2. Central Control

It is possible to store all versions of the same one document, ensuring that the newest version is always the one being accessed and revised. Different levels of document access can be granted to different individuals.

3. Improved Accountability

Electronic documents stored in a repository can be accessed from any computer or mobile device. Making work documents so easily accessible, this leads to improved accountability over stipulations and conditions.

4. Increased Productivity

Reviewing and approving documents such as contracts is faster when an electronic contract arrives in your email inbox rather than a hard-to-sort stack of paper delivered via a courier service. Even if the recipient is out of the office, he can review and sign the contract from a mobile device.

ElectronicSignature

Digitized contracts can be signed electronically.

5. Simplified Records Management

Electronic document storage simplifies records management in multiple ways. Records managers can be automatically notified when a specific document is close to expiration, so that they can earmark it for renewal or automatic archival.

 

Are you convinced that automated document management can make your life easier? Do contact us to get started today.

 

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