Look at your work desk. At present, sanitizers, wipes, masks, chargers, headphones, a laptop, an external keyboard, and maybe a cup of strongly brewed caffeine occupies the space. The last thing that you would want during this work-from-home phase is your workspace overflowing with paper-based documents of petabytes of data.
Thus, while the world seems to have undergone massive alterations owing to the unannounced outbreak of the pandemic, there is this one thing that has remained unchanged. This is the need for paperless documentation. Additionally, if we may say, the popularity, demand, and accessibility to the Global Document Management System (GDMS) have spiked over the year.
Amongst the handling of the operational challenges brought into the scenario by COVID-19 – workforce limitation, health risks, and global supply chain disruptions, the GDMS seems to be the only mode potent to bring in a balance. Adhering to this, a majority of the enterprises (those leading their genres) have taken upon these systems and are enjoying the methodical and organized appearance and functioning.
Considering that you are one of the leaders in your business genre or aspiring to be one, this might just be your chance to make the home run! Are you ready?
What Is Global Document Management System?
Well, the simple definition of a Global Document Management System would be a document and project management software that has BIM integration. The aim of designing the GDMS is the efficient management of content and documents and to ensure that the stakeholders can collaborate securely from all across the globe.
This brings us to the features and functioning of the system that helps one have an improved understanding and work accordingly towards the building and/or opting for a suitable one –
The Features
Considering the recent demand for a Global record management system owing to its offered efficiency and transparency in the functioning and management of documents and content, entrepreneurs are getting choosy over their preferred platforms.
This is understandable and it would only be right to say that enterprises should be looking for the following features in an excellent business Document Management System. One that offers
- Creation and authentication of documents.
- Policy to archive old documents and disposal at the end of their life cycle.
- Management of stored documents to ensure convenient retrieval when needed.
- Version control in case of multiple versions of a document.
- Security and safety of documents to avoid unauthorized access to documents, preventing loss of documents or physical damage of the same, and recovery of the managed documents.
The Functioning
While approaching the Global Document Management System, business owners must have their goals set regarding what they want from these platforms. To ensure this, they require an in-depth idea regarding how the DMS works. This working procedure can be described as below –
- Clearly identification of the repositories for all managed documents.
- An optimum system of classification for all documents that are managed on the platform.
- Tools that help specify document workflow to cater to tailored business processes.
- Facilities that ensure quick retrieval of documents.
- Implemented rules and templates regarding the creation and authentication of managed documents.
- Tools that adhere to the specific policies and procedures to archive and dispose of documents.
- Security facilities to avoid any unauthorized access to managed documents and ensure the physical safety of the same.
Enterprise Document Management System, by now has become a trending topic for all businesses irrespective of the genre of their trade. And all businesses that are looking to continue to deliver quality service even during a pandemic are striving to reap the complete potential of these management systems.
However, pre, during, and post the COVID-19 era, the system is emerging as a raging requirement. Why is implementing electronic document and record management systems so popular now? Let’s find out!
What Is The Significance Of GDMS During COVID-19?
As the pandemic pushes the world into a more digitized environment, data becomes the calling card. Gradually all that enterprises care about is maintaining the data well enough to offer client-centric and personalized services and products. For this to remain feasible, the maintenance of documents becomes a priority. This is where and how a record management system gains ground in a during- and post-pandemic realm.
The Impact
The COVID-19 outbreak has forced business enterprises to institute their previously dormant remote working facilities. As a cue, their requirement memo has undergone major changes across diverse aspects that include –
- Tax filings
- Remote communication
- Payroll processes
- Preparation of paperless documents
As these push the companies towards virtual platforms, they will now need to uptake document outsourcing services. Among other the other impact of the pandemic on the electronic document management system are –
More companies are leveraging digital transformation
In an attempt to enhance the day-to-day operations, client service, culture, and business process, more and more enterprises are embracing digital transformation. In this context, the need for easy access to transactional documents has become more essential.
Add on to this, the work-from-home factor and you have an extra perspective regarding videoconferencing and cloud-based storage. Hence, enterprises will need to convert their paper documents into digital versions or online attendance management system documentation that are far easier to access from the work from home setup.
New essential operational infrastructure is required
A shift to the digital mailroom accompanied by a cloud document management software is considered mandates for all enterprises irrespective of the genre of trade they are operating in. With the cloud Document Management System in place accessing the crucial documents securely, remote working becomes convenient.
As an organization emerges from the pandemic, it would be leaning towards its inevitable necessity of a completely new operational infrastructure. The enterprises may need to adapt or grow to their staff who will be working from home. With cloud document management software –
- Staff flexibility
- Gaining access to important documents from everywhere
-will surely become the ‘new normal’.
Making the transition to remote document access
Cloud based Document Management System software will be crucial to adjusting to the post-pandemic stage. As the economy gets a jumpstart, the global DMS will be all that enterprises need for responsive and flexible remote workers.
The growing demand to gain access to secure and organized documents and content that is maintained on virtual platforms lead the call to a cloud-based Document Management System.
Thus let’s say, even if you are successfully working towards developing a lead generation CMS website development in such trying times, your brand should be working simultaneously on managing your archaic and current documents to ensure a safe collaboration irrespective of the location of your workforce.
Now, comes the fetching query, why should you be concentrating on these management systems – the benefits –
The benefits
With the ensuing pandemic, the spiked competition for online platforms, and the relatively new remote working landscape, organizations are looking for a way out to enhance the quality of their output. In this respect, a good Document Management System acts as a tool and helps businesses reap the most benefits that include –
Document security
The Global DMS plays a significant role in mitigating the risks concerning cyber attacks and hackers that infiltrate the system. This makes the crucial document and content far less accessible to any third party or hackers.
While brands are involved in racking their brains for high-tech product development, the release and security management also needs to be prioritized. Dedicated partner login and granular access offered by the electronic document management system act as added layers of control. It ensured that enterprises can share their controlled and secured information with their supply partners and clients.
Product development lifecycle support
Setting up new structures for the existing system is challenging. To cater to this, some of the best global DMS are equipped with the capability to integrate with R&D tools that offer support to the whole product development lifecycle.
Under such circumstances, the electronic records management system in discussion
- Standardizes the structure of product development, approvals, and needs and eradicates any silos amongst the team of developers.
- Enables the decision-making process and tracks the same while looking into the model post the development process.
- Seamlessly integrates with the existing software development tools and manages the complex files (CAD drawing and training videos, PCB layouts, etc.)
Compliance
With the global Document Management System, there are simplistic cloud repositories regarding driving authentication certifications. With such efficient DMS, organizations have access to detailed regulatory compliance that comes with enhanced control and visibility. The highly traceable documents that meet security expectations, can be attributed to audit trails and approval history.
Search facilities
When it comes to managing an entire business, one can only imagine the volume of documents and content involved. In times of need, searching through such a volume of data can be cumbersome, tedious, and time-consuming.
To avoid any such hurdle, and the potential hurdles of misfiled documents or lost documents, the most efficient enterprise electronic Document Management System comes with excellent search functionalities. Apart from the significant cost and time mitigation, there is also the easy and swift retrieval of files.
Enhanced collaboration
From internal collaboration to ensure alliance among shareholders, global DMS are efficient in all sorts of partnerships. An efficient DMS document management system fosters excellent collaboration irrespective of the location of the involved individuals.
All that a chosen DMS does is rely on ‘limited access’ partner functionalities to
- Enhance collaborative efficiency
- Improve engineering productivity
- Hone global research
- Promote excellent user experience
What Is The Market Potential Of GDMS During The Pandemic?
COVID-19 surely caught the business world in the slow-mo initially; however, the realm refused to go on a complete pause mode. And as the world accepts this as the ‘new normal’, the business world too has sped up and caught up with ways to double up with the lost time and revenue. The way out seems to be DMS and the upcoming trends that are rolling in to give them the added advantage and stay a mile ahead of their competitors.
From managing workflows to the management and securing of documents and content, DMS plays a majority of the roles well enough to ensure the smooth functioning of an enterprise.
While some brands across diverse industries are largely leaning towards Learning Management Systems, some of the brands are still unsure about the ROI. Their concerns are justifiable in the backdrop of the pandemic and the thin ice of budget that is strained from the months of dicey market situations.
However, as you will see, the recent trends in global DMS are designed and crafted to cater to all the contemporary issues. The trends act as solutions and cater to each of the probable issues that are a commonality in a pandemic-stricken and a post-pandemic world.
Cloud Storage
As per stats, 2021 would see more than $170 billion go to the cloud services market. Rapidly evolving as an integral part of managing operations, the cloud trend in DMS can attribute its popularity to
- The swift migration of data and documents from the on-premise servers.
- Conveniently access documents and content.
- Precisely categorize files as per the content.
- Easily add notes to docs to ensure that there is an identifiable differentiation among the various documents and content.
Affordability
The rising popularity and demand and the convenient availability of the global DMS and its various versions that cater to the customized requirements of businesses ensure the affordability of the systems.
As the systems continue to enter the electronic document management system market with its different versions, individuals are getting more willing to slash down the price tags sans compromising with the offered features.
With a cost-effective DMS on your side, you could thus be looking at a tool that renders high ROI. This specifically caters to the budget constraints that are a harsh reality for all enterprises during the pandemic.
Cost Reduction and ROI
True that businesses are always on the lookout to fetch higher returns on their investment and considerably reduce the operational costs, but as COVID-19 paralyzes the economy, businesses have become desperate.
Maintaining the ROI and cost reduction are possibly the most efficient trends for 2020-21. Global DMS thus now will come equipped with reimbursement applications that budget receipts. The online Document Management System helps in the storage of digital docs, reduced cost, spiked ROI are looking to be the shining spots for the DMS sector.
Mobile Access
2020 and the quarantine phase saw an increased reliance on digital devices that majorly includes smartphones. While laptops still have their popularity, remotely working employees also appreciate the access to documents from their smartphones. Companies have been hailing this endeavor and enjoying their mobile workforces. Mobile access to crucial and secure docs and content adds to the appeal of the DMS.
Looking Into A Digitized Future For Businesses
Even in the post-pandemic stage, the challenges of payment issues, aging workforce, and document management will continue. In the face of such adversities, it only makes sense that businesses tend to simplify the complexities by meeting the challenges in the documentation.
With the Global Document Management System in place, the workforce upskilled to maintain the same, and an optimized platform, you could be looking to stay a mile ahead of your competitors and present a much-organized business front despite the disruptions caused by the pandemic. Who would want to pass up on that chance!
