The construction and service industry is rapidly transitioning to digitalization as businesses move into the cloud, going paperless. The trend towards effective document management systems has driven companies to understand their business needs better and integrate all the information they need in one place. It includes job costing, service, accounting etc.
What is a Document Management System (DMS)?
It’s an electronic system that helps you manage and organize your business documents. The construction and service industries are known for their documentation. From purchase orders, work orders to change or AP invoices – there’s no shortage when it comes to how much paperwork these businesses need.
Need for DMS in Construction and Service Business
Document management systems are paperless tools that ultimately save much physical storage space and other costs. The advanced DMS automates your workflow and approval processes. It is a centralized repository to maintain business records and an integral part of running any company with its automated features that save you time.
DMS can be a great way to improve efficiency and internal control in businesses. However, before you choose the document management system that’s best for your business, some key features are considered. You should make sure it has everything needed from an integrated solution.
Six Must-Have Features in a Good Document Management System
The right document management system can be challenging to find for many employers.
We have made a list of those mandatory features for an excellent DMS.
- Convenient Retrieval
- Full Integration
- Business Compliance
- Document Security
- Version Control
- Cost Reduction
The most frustrating part about the paper-based documentation system is that it takes up so much space and generates tons of files in your office. Efficiency is key to maintaining your company’s documents and records. The right system can replace physical copies of important papers, making them easier for you or someone else in the future if they need access at any time.
The best thing about this system is that you can conduct business anywhere, anytime. Your employees won’t have to come into the office whenever they need any document for their job purposes because everything will be right at hand.
Many people who work from home can easily access their business documents on the go, which is helpful for them.
The document management system’s searchability is one of its most time-saving features. However, if you or your employees need a specific record, they may have to go through many files before finding it in the database, which can be very tiresome work. The searchability of a DMS is unparalleled. Users can easily find what they’re looking for with any file feature, and that’s why it has become so popular among people today.
There are many ways to find a file by its name, type, content or category. You can also search the employee who created it or uploaded it if you’re looking for specific information on them.
Full Automation & Integration with Your Construction Software
A great DMS will have seamless integration with your construction software so you can stay organized and make better decisions. It improves coordination and visibility among owners, project managers, field forepersons, service technicians, other employees, and suppliers or customers.
One major drawback of paper documentation is that your manager may become aware when you sign payment checks. It can result in less transparency and accountability for purchases or invoices. Furthermore, paper documents can be easily misplaced during interdepartmental transit, even with a proper manual system.
With a document integration system, you can automate these processes and get your business more done in less time. For instance, an invoice won’t post until approved, so there’s no need for manual approval or processing delays.
It makes it easier to organize your finances by fixing the allocation after or crediting invoices.
Implementing a DMS can improve the workflow by removing the double entry for information and boosting approval processes. A DMS for construction software is a great way to streamline the process of moving documents through your business’s construction management system.
The use of a DMS allows employers to automate processes.
Don’t leave your business in a state of confusion about what you need to do next. The best way for companies and governments alike is to add a checklist containing rules and guidelines to ensure compliance before submitting or approving any documents.
Construction is a time-consuming process that requires professionals with knowledge of the industry. There are many tasks to complete internally or externally, such as payroll management paperwork for construction projects or services jobs, among others. By following these protocols, businesses can save valuable time. It will eliminate the need for revisiting or resubmitting documents and make it easier than ever before.
Retrieval and identification of the latest version are essential.
It ensures that incorrect information does not cause improper work or miscommunication while ensuring you are up-to-date. Version control is an essential tool in trade, especially in construction work. It ensures that you never have more than one copy of any given order or invoice and can always ensure they are identical between yourself and other contractors working on projects at any given time.
The right document management system keeps track of versions and provides an easy way to share documents with other people in your organization. The changelog is a record of all changes made to any file. It allows you to keep track of what was changed and by whom it was altered or created if it’s an original work from the owner. The system tracks all changes, which gives a complete picture of anything related to any specific file.
The beauty of a DMS is that it allows you to track your documents accurately if used as a single source for storage and retrieval. The advantages of a DMS include the ability to work without dealing with multiple versions or administrative mistakes that can happen when working from different systems. Eliminating hand-written paperwork is a huge time saver and makes it easier to keep your business running smoothly.
Business owners need to be sensitive about the security of their business data and employees’ information. For ensuring the safety of your company’s assets, construction document management needs security features like authorization patterns that are tailored for particular employees and departments.
Businesses need to keep confidential data safe and secure, such as employees’ information or specific job details. Furthermore, a disaster can strike at any time, and you or your IT staff will be able to quickly retrieve the data from an external source such as cloud backup systems if something goes wrong. Paper-based records are more difficult to navigate, making them less user-friendly.
When companies decide to switch from a traditional paper-based filing system, they have more space for their employees and can take advantage of better business opportunities. With a paperless option, you can save on your lease cost. You also get to reduce stationary costs by not paying an extra amount for it, and of course, there will be no more spending on ink cartridges or papers.
We’re so excited to talk about how Docupile can help you meet your organization’s needs. Use the buttons below if interested, or please get in touch with us today for more information on what we have in store.