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Good document management offers many benefits, including bottom-line savings, better customer satisfaction, increased employee morale and easier compliance with federal, state and industry regulations. Check out seven major benefits of document management systems below, or ask for some of Khwezi's case studies for specifics about how various organisations have used document management to make a positive impact.

 

1.  Reduced reliance on paper storage

Implementing a DMS is the most important step in creating a paperless office and removing the cost, insecurity and inefficiency of paper.

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Some of the reasons for these savings include:

• Reducing space needs for your document archives. When you go digital, you go from file rooms full of paper to little or no need for document storage space in your office.

• Lower costs of archiving. Paper archives that you must keep for compliance or other reasons cost you money if they’re sitting in a warehouse out of reach. Digital archives are immediately accessible and substantially cheaper to maintain.

• Paperwork costs. When you deal with paper, staff may be constantly printing or copying documents to get things done. When you deal in digital, printing needs are drastically reduced.

• Labor costs. With a document management system, employees can quickly pull up the information they need. No one has to request a file or walk down the hall to the file room to begin a search. Because of this increase in efficiency, there’s usually no need to add staff as your business grows.

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2.  Easy access to documents on demand

Access to documents on demand does more than cut your labor costs. It can improve employee morale, reduce errors and miscommunication and substantially increase customer satisfaction.

With the right document management system, employees can quickly find what they're looking for, whether they're working on a research project, caring for a patient or on the phone with a customer about an order.

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3.  Improved compliance

Easy access to documents — and everything that comes along with it — helps you adhere to regulatory compliance requirements. Here are just some opportunities for better compliance that crop up when you invest in document management:

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• Better documentation. When authorised team members, customers, auditors and others have access to the entire story about a transaction or account, it's easier to prove compliance or find out where you weren’t as careful, so you can address these gaps in the future.

• Access control. The best document management software lets you control who has access to files and even creates audit logs. This helps you ensure secure information is truly available on a need-to-know or confidential basis.

• Version control. Version control lets you see who changed a document and when they did it. You can see how and when documents were added, moved or deleted, helping to ensure your records are accurate and compliant.  

 

4.  Enhanced team and client collaboration

Document management systems fully support a collaborative environment, whether employees are working in the office, remotely or on the move. With a third of office workers saying they would likely quit their jobs if remote work is 100% discontinued after the pandemic, systems that ensure collaboration without requiring people to be in the same space are critical.

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Here are just a few ways document management software supports collaboration:

• People can view documents at the same time. This helps coworkers discuss projects, account issues and other topics in the most effective manner whether they're doing so over the phone, via video conference or on chat.​

• Clients and business partners can see documents on a permission basis. You might set up limited access for external users so they can contribute to a project or keep track of what's going on. This supports communication and transparency, both of which are great for customer satisfaction.

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5.  Options for automation to improve workflow

The best document management software options include automation. Whether it's automated scanning and indexing or the ability to route documents using workflows according to preset rules, these solutions speed up common processes and take tedious manual tasks off of your staff’s shoulders. With Khwezi's document solution for example, you can automate common business processes including invoice approval, employee onboarding and records retention.

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6.  Business continuity for peace of mind

If you opt for cloud-based document management, the peace of mind you gain can be enormous. Top document management providers use redundant data storage to ensure a quick and complete disaster recovery process. Even if your business is hit by a hurricane, fire or other natural disasters, your documents will be safe and accessible immediately.

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7.  Better overall data security

When you invest in secure document archiving, you make data more available to everyone who should have access to it while reducing the chances that someone who shouldn't see your documents will.