Collecting customer’s documents and searching through large volumes of paper documents is never easy. The evolution of Document Management System made document handling simple and easier for SMBs and large enterprises.
Understanding DMS:
In a nutshell, it’s an automated solution that digitized all paper records and organized them in a way which allows smooth access to all its users. The DMS software is designed to easily store, share, manage and improve your overall digital documents in a centralized location.
Cloud Document Management Software and its Core Benefits
- Reduce Storage Space:
Did you know commercial properties are increasingly looking for document storage space which adds onto the expenses just to store its paper documents? As a result, companies are renting and creating maximum storage space for the same. On the contrary, a software-based document management solution reduces the need for buying or creating file cabinets, boxes and storage bins for your valuable assets.
- Keep Content Organized:
DMS is integrated with an online management platform that organizes and manages all content. In fact, each and every user has adequate storage space to manage document under his or her care. In addition, all documents stored are easily accessible to everyone unrestricted. The most critical business processes such as traffic analyses can be easily done with DMS.
- A One-click Update:
Whenever a new version of the software is available, you can upload the same to the existing files. A manual check for updates is available in the DMS program. To do this, click the tools menu and Internet updates. The program will proceed to download if any update is available for download.
- Better Security:
Document security is paramount for any business. Keeping paper documents at office makes them prone to risks like theft, fire, flood or other disasters. With DMS, all your business’ confidential information are backed and completely secured in the DMS cloud. DMS documents can be controlled at the folder level which can also record an audit trail, providing information as to who has viewed it.
- Collaboration:
To promote business productivity and efficiency, DMS creates an opportunity for users to access documents remotely, from any location across the globe. It allows only registered users to check-in and out of files to ensure that no unauthorized user is making edits at the same time. Information sharing and collaboration are a lot easier with this software.
- Full Access on Mobile:
Most of your business’ tasks can be done without being present at the office. This is possible with the help of mobile devices. DMS is integrated with a mobile app to enable the team to access information at any time 24/ 7, online or off online. Aside from this, clients can have access to over 40 key data sources.
- Administrator Control:
Urbansoft cloud DMS is built with necessary tools that enable all companies to set up and personalize the portal depending on the company’s culture. Meaning, the administrators can decide the setup of the portal, personalize document, organize major navigation, lock in the template design, select necessary modules and allow or restrict permissions to each of the system users.
Are you ready to ensure accuracy and efficiency with Urbansoft Cloud Document Management Software? Find out everything you need to know to get the right document management solution.Contact us now!