DMS Availability – No more mixing and matching documents


Cover of Surrealist journal Documents No 1, 1929

Image via Wikipedia

I have already spoken about how document management systems can help you and your organisation, and even told you about some of the features found in them, so today I won’t bore you with too many details.

Something I would like to chat about is the availability these systems offer you and your organisation. Think about it. With today’s world, a lot of companies aren’t just one huge building with all the employees in one place. Some organisations have branches scattered all over the world, yet are still an part of the business even while being a stand alone business.

Document management systems like the ones I have already spoken about should give you the versatility to be able to have employees from around the world log in and have them access files and documents when they need it. Especially when you have to work on a project together that spans countries. Let’s take a few minutes and see how you could do this.

You would have to set up permissions, usernames and passwords to keep your system secure, assign tasks and actions to employees if required. You can set this all up easily yourself, or ask a solution provider to do it for you. Either way, you can make sure that your system remains safe and secure and that only the necessary employees view case sensitive documents online. You would also be able to make sure that no one works on one document at the same time.

We all know how confusing that can be, and you almost never know which version is the correct one to use because so many people are working on it at the same time.

A few things you could consider before adding a new employee or organisation to your system is to plan before adding them. Jot down the areas they would work with, and how long you think they would be working on these areas. From there, you can begin to add them to the system, allowing a certain amount of time for them to be working a week, setting permissions which either allow them to read, delete or alter any documentation in the system.

You could then take it a step further, when you know there are actions to be taken care of, like tracking down an item exported to another country, you could then assign actions to these users. This will allow you to track what is happening with the item simply by keeping an eye on the actions related to the document.

It would not only work like this for employees, you could even give authorities or other corporations you work with access to the system with as few clicks of the mouse as you would use to add an employee to the system. For example,

Lets say your organisation deals with imports and exports. You would have separate dashboards for your company ans let’s say customs and excise organisations you work with. When setting up new users to the system, you simply assign them to a dashboard, which they will then see as soon as they log into the system. You could then edit permission settings for them, ensuring that they cannot access every document you have on the system, and stick to the ones related to them, and assign actions to them if need be as well. This means you would spend less time running around, making phone calls to find out what is happening to imported or exported goods because you would have a complete run down of whats happening to a particular product.

Simplicity? Utterly. Systems like these are designed to enhance and simplify your business, allowing you to control hat happens in your business with the least amount of effort from your side.

You could very well think of systems like these as your partners. Always there, helping you with your business, always ready to show you details and figures, always ready to help you control and expand your business at your fingertips.

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