With the rise in Digital transformation, Document management system has become a necessity for every enterprise irrespective of work field. There is huge paperwork in the businesses which need to be sorted and stored where they belong. The world has changed in Document storage sector from old-school file cabinets to cloud-based storage. The cloud allows virtually unlimited storage as a possibility for any large business.
Despite a breakout of various document management systems, few challenges are faced by every DMS to become a complete document management solution. Here are a few challenges and what steps can be taken to overcome them.
Data theft can lead to the downfall of both the financial system and reputation of a business. As regulatory compliance is becoming more strict and complicated, security is an important issue that needs to be focused as a challenge. Few Document management systems still exist that do not provide the necessary security and compliance at the minimum to survive a nefarious attack or theft.
Always look for DMS options that automatically provide the security compliance in their service level agreement. Security parameters also make yearly audit paced and straightforward. Also, ensure that every employee has separate login credentials to protect a file internally and externally. Few high-end DMS even provide user activity logs so that any malicious activity from the company’s workforce can be detected.
Generally seen in research, that employees use their methods to save a document on DMS. This may initially not affect much on lower levels where documents are less, but when the document pile rises to huge numbers, it becomes a headache to retrieve such inconsistent documents. When documents are not consistently filed, indexed & organized, it makes impossible for a DMS to work at full efficiency. This also wastes the productive time of employees in the company.
The employees must get trained on DMS before implementing it in a business. All the features and workflows must be explained deeply to the employees. It should be made mandatory to follow a particular workflow for various activities. It can make DMS consistent at usage. Make goals and take feedback, try to personalize the DMS for optimal performance continuously.
Many enterprises use various in-house applications like ERP. Therefore, when they want to integrate their services with an outsourced DMS, they don’t find it reliable. Since DMS has limited scope in integrated services, it can be seen as a drawback. For example, if a business wants to incorporate the DMS with the email system, it should be possible.
However, few DMS providers are open to integration with all in-house applications. They offer services to bring all the communications under one roof. It significantly improves productivity and efficiency.
Installing a Document Management System across the organization is not the end of the DMS service process. No matter how great the solution is if the team does not use it. It is a big headache for the IT department in an enterprise to make sure every employee uses the software solution.
Integrate basic tasks with DMS so that they use it more frequently. Organize sessions of seminars, group discussions and Q&A for employees regarding the implementation of new DMS. Once they understand the benefits of using the system, you will get full buy-in.
Document Management systems are diverse in context to technicalities and operations. Each module has its own its challenges and advantages. In-depth research and multiple trials of many systems are required before choosing a complete service solution. Docupile, which is secure, robust and consistent, your business can race ahead of competitors. To know more about Docupile and expert advice, Request a Demo.