Companies have now long relied upon traditional document management systems to manage and store documents.
These systems have served as storage units, often turning into a dumping ground for documents. Finding files can quickly become time-consuming.
Various versions of a document can also create chaos.
Today, business is entirely social. Therefore, having flexible document management software -DMS formed into your company intranet that consists of social functionality can make a vast difference in creating collaborative, high-quality documents and sharing knowledge across your company.
These are the reasons why you should be using a social intranet document management system.
1. They’re Ridiculously Easy to Use
The current document management systems redefine the term “User-friendly.” With interfaces, intuitive filing systems, and command options, social platforms operate as a natural extension of your business processes-An Intuitive Interface That Keeps It Simple.
Social intranet software with build-in document management systems has an intuitive interface that users can learn quickly. You can find and access documents effortlessly, unlike traditional doc management systems that require extensive classifications and categorization.
Better Organization & Easier Document Retrieval
In traditional document management systems-TDMS, document retrieval takes a noteworthy effort enough that you may require an expert software developer to connect your order to your existing network structure.
In a social document management system, you can organize folders on your terms, based on what makes sense to you and your staff. Transfer your existing file titled system to your social intranet doc management folders, and you can introduce and share new information within an already established framework that your team already knows. Information sharing systems that are simple to understand are also easy to learn and to customize.
2. Searching is Smart, Quick, and In-Depth
When files are stored and managed without a fair understanding of the relationships between them, confusion, and inefficiency result.
Contrasting traditional document management systems that operate mainly as storage drives, social intranet document management systems make it effortless to locate and find files within folders.
You can find by file name, user, tags, flags, and ratings within a social DMS. The system is even intelligent enough to explore the content of the files too.
Rating is a feature that lets people rank a document, usually on a five-star system.
Your team can find the best material when they need it quickly.
Avoid the trouble of traditional doc management systems where finding relevant information wastes hours. Instead, enjoy the perk of smart knowledge management through the built-in tools of social intranet search abilities
3. Team Collaboration
Social intranet document management systems provide interactive functionality such as comments, likes, and ratings so you can leave feedback on a document in the process.
When you are working on a document and need instant feedback, upload the file into your social DMS and add your notes and edit them. Then you can invite users to assess the draft and ask for their valuable inputs.
Intranet document management systems-IDMS also have an attribute called “Follow,” where people can receive notifications whenever new versions are published, and documents are updated. Users will also receive information and alerts anytime someone comments or rates or likes a report. This keeps people engaged, connected, and up to speed.
It ‘is also crucial for brainstorming and ensuring that your documents perfectly reflect the ideas and insight of your team.
4. You Get Real-Time Feedback
Comment, Share and Receive Feedback to draft High-Quality, User-Generated Content
By far, one of the essential aspects of intranet document management systems is the real-time feedback and commentary that are vital to collaboration.
Tools such as comments, likes, and ratings enable you to invite and receive feedback and share knowledge via a common platform.
Sharing drafts and concepts within your social document management software enables users to brainstorm and exchange new ideas that consider both collectively individual and group preferences. You can both manage documents as well as share knowledge within a social context. Users can rapidly get up to speed on a topic, gain company insight via a simple search, and review all the comments posted on that topic.
Every file that is uploaded into an intranet document management system can be commented upon, liked, followed, shared, tagged, and rated. By using these elements, a company can solicit feedback from individuals throughout the company and create high-quality content that incorporates this insight.
“Commenting” is a tool that allows multiple users to collaborate on and improve documents.
“Liking” mirrors the Facebook “like” button where account users can quickly give feedback to work in progress by giving a thumbs-up or thumbs-down.
“Rating” allows users to rank a document. This assists in elevating the best content to the top, making it more visible within the organization. The rating feature enables people to find the best content when they need it most quickly.
“Tagging” lets you add keywords or tags as metadata. This can be very resourceful in searching for the file you need or aggregating all the content related to that topic. You can also altogether put new content based on the keyword search.
5. Way Less Expensive to Maintain
Save capital and Reduce Ongoing Maintenance Costs of Traditional Doc Management Systems
Traditional document management systems are not built to adapt to changing environments. They lack the convenience of agility and use that consumers have come to expect since the advent of mobile technology in 2007. Traditional doc management systems are unwieldy, cumbersome, and cost-prohibitive to modify. Updates require you to contract the services of a software developer, cutting into your profit margin while increasing your overall organizational risk.
Social document management systems cost less to implement and to maintain. They are scalable, flexible, and adaptable. You can efficiently navigate through the system on your own. These systems are drafted to grow and adapt so you can add more features or functionality, or limit user privileges as needed efficiently and quickly.
6. Workflows Deliver Less Work and More Flow
Boost productivity and efficiency with a Smoother Workflow, Easy-to-Use Interface, and Scalable Platform.
By contrast, social document management systems facilitate a smoother workflow through an easy-to-use interface, a scalable and robust platform, quick file sharing, social collaboration, and rational document organization.
A more seamless workflow converts into higher productivity and efficiency. Want your documents run uninterruptedly? Connect with our Docupile Social intranet professionals today!