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15 Sep 2022 | Industry Insights

The Future of Document Management

The Future of Document Management

The ever-evolving technology landscape continues to transform enterprise systems across sectors, and Document Management Systems(DMS) are no exception. 

Document Management Systems(DMS) have been around for years, whether paper, ring binders, computers or online services. The origins of the DMS began with the introduction of filing cabinets in the late 1800s. However, it wasn't until nearly one hundred years later that more innovative solutions aligned with contemporary models and practices. 

Scanners, PCs, and networks propelled paper documents into the digital age. This generation of more accessible, secure and intuitive storage solutions began meeting management's needs and their ever-growing list of requirements. Driving efficiency, current DMS include features such as extensive data stores, impressive user interfaces, heightened security and integration opportunities for different software to be combined into one system.

With this digital renewal of document access and retrieval comes several benefits that continue to be adapted and built upon today:

Increased Accessibility

Remote work has changed how many businesses operate, with a rapid decline in paper processes and in-person communication. An increased need for access to documents from anywhere worldwide has come into effect almost immediately. In the wake of this, cloud-based DMS enable employees to carry out activities and operations from afar without being on the premises. As a result, processes move faster, and impromptu situations are handled efficiently from anywhere at any time. 

Faster Retrieval Speeds and User-Friendly Interfaces

With more advanced technology comes sharp, quick retrieval. To achieve this, modern DMS have integrated search engines, digital categorisation and document tags. With organised digital systems, management does not need to spend hours sifting through filing cabinets in the basement. Inaccessible, archaic archives become a thing of the past as quicker document retrieval is made possible through bespoke algorithms and associate trials. 

User experience (UX) is another crucial factor in how productive an individual can be in light of contemporary software and its latest features. With a sleek, friction-free user interface, teams can accomplish more. Understanding this, these more adaptable, evolving DMS consider users of all abilities and construct their platforms with them in mind. As a result, workers operate features and shortcuts with greater fluidity.

Recently, the experience of how information is stored and retrieved has been further transformed by shifting 2D pdfs and document scans into 3D replicas. These more sophisticated databases can hold not only written documents, but users can reference and visualise their data, information and assets as 3D models. 

Robust Backups for your Data

Backed up in multiple places and not just on one server, unlike an in-house solution, a cloud-based system ensures companies don't lose essential information, as it is often recoverable. Commonly when a cyber-attack happens, recovery can be difficult; however, with host backups in multiple data centres, management can recover from disasters quickly. Feel assured with a modern DMS that if one facility is down, your data and services are not.  

Social Integration

By leaving paper-based indexing systems in the past, you cannot only retrieve information more efficiently, but you can also easily share it between necessary personnel. Modern systems allow unlimited numbers of users to access documents simultaneously, so teams can easily collaborate, update records or make notes together remotely and in person. Everyone can be kept further in the loop with a built-in ticketing system, where responses and updates are effectively recorded and passed on to the necessary parties. 

Low Maintenace and Cost

While physical file storage and retrieval traditionally go hand in hand with high costs and time-consuming maintenance, modern cloud solutions come with low hardware costs and automatic updates. Removing the need for repairs and maintenance visits; systems are kept current across the business, saving time and money. 

Not only do servers come with significant price tags, but another drawback is the amount of space they require. In contrast, digital cloud solutions remove the need for bulky drawers and loaded storage rooms. 

Mobile Compatibility

Alongside cloud-based access, finding, creating and filing documents anytime, anywhere on a portable device is an expectation rather than a luxury for document management. Although this trend began around 2020, the growth of mobile and work-from-home workforces reinforced the importance of having information available whenever needed. With mobility, workers such as facility managers are no longer restricted to completing their responsibilities on the premises, as mobile management systems place all necessary information at the user's fingertips.

Product Sensitive Information

With more advanced DMS comes more control. Intelligent software can identify which employee has access to which documents and prevent unauthorised access. These sophisticated platforms safeguard company documents from unwanted edits, alterations, or viewings. Modern systems further protect sensitive information as they secure documents pending action from being absorbed into an unsecured location.

Robot Co-Authors (Artificial Intelligence)

AI has revolutionised how businesses archive, process, and extract information. One of the most exciting aspects of an AI-powered DMS platform is the potential of machine learning in data analytics to boost decision-making and enhance process optimisation. With companies overloaded with information, the feasibility of data extraction and analytics is a vital advantage that modern DMS offer in transforming data silos into actionable insights. 

Tasks once considered tedious and menial are now being transformed by technology trends that similarly catapult several other business processes into the future.

Fueling the concept of a smart building, contemporary Document Management Systems(DMS) are reshaping how owners and facility managers collate and utilise their building's information. Each party benefits from increased access, faster retrieval speeds and storage structures that avoid data soiling without jeopardising security or intellectual property.

A matter of particular interest to the built environment is the Governments introduction of new provisions detailing the conditions relating to the digital Golden Thread of information. This Golden Thread of Information will be a repository of centralised digital record-keeping for compliance data. Readily available to appropriate personnel, this single source of truth will hold all necessary documentation acquired throughout a building's lifecycle. Thankfully for those affected by the incoming legislation, modern digital DMS can store everything in one accessible location whilst generating and updating data in real time. 

The world of technology is forever reinventing itself. For this reason, finding and using a scalable platform is crucial. Building and business owners, operations and facility managers should all consider not just their current needs but also those of the future. As remote working endures, advancements in cyber security continue, and digital ecosystems evolve; impending technological advances and DMS scalability will become fundamental in how we store our information. 

With all this considered, the future of document management systems is arguably a digital twin- a scalable technology solution that can do all this and more.

Twinview's innovative navigation features and secure repository provide building owners with a comprehensive document management solution. Designed for the property sector, users can effortlessly retrieve up-to-date asset information and, as a result, make smarter, more informed decisions. 

Twinview is an easy-to-implement, scalable platform that allows users to view their property data in all one place, anytime, anywhere from any device connected to the internet. Twinview's integrated document vault securely stores all your building's information productively in the cloud, meaning your data is safe and protected from cyber-attacks. With customisable dashboards, Twinview users can efficiently prioritise building data and retrieve required information swiftly. Furthermore, owners, operations, and occupiers can collaborate and communicate remotely to update documents and resolve issues using Twiview's built-in ticketing system and integrated tenant experience app. Through collating, organising and referencing data during consumption, Twinview's AI calculates and suggests improvements. 

The innovative solutions don't stop there.  

Book a demo to discover how digital twin technology could benefit your building—access essential documents and building data with exceeding speed and flexibility via a secure, single source of truth. 

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