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:
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.
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.
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.
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.
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.
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.
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.
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 DMS are reshaping how owners and facility managers collate and utilise their building's information. Each party benefits from the increased access, faster retrieval speeds and storage structures that avoid data soiling without jeopardising security or intellectual property.