Document Management System Benefits, Features, and Tips (2023)

Document Management System Benefits, Features, and Tips (1)

Today’s businesses are up against more challenges. With the explosive influence of modern technology, organizations in just about every industry struggle with how to approach the workday in the most effective way possible. Knowledge management software is the number one tool organizations turn to, to store, share, and organize knowledge.

According to Gartner, professionals spend an average 18 minutes looking for one file. The use of paper documents or an archaic document management platform takes away from productivity. Knowing how to make the transition from paper to digital documents sets you up for long term success. There’s no better way to get things off the ground than to implement a well-designed document management system.

What is a document management system?

A document management system is a software that stores and tracks electronic documents. Modern document management systems are designed with functionality in mind and have a variety of features, like integrations, co-editing abilities, and social tools, that streamlines the entire process of storing and sharing knowledge.

Document management systems come in many shapes and sizes. Some are stand-alone, meaning they are programs designed with the sole purpose of assisting users with managing files and documents. Others are part of a robust suite with other business-related tools, including calendars, messaging, blogging, wikis, and case tracking. Commonly referred to as social business software, social intranet software, or collaboration tools, these suites are ideal for businesses looking for a singular vehicle to handle day-to-day operations.

Top 7 document management features you need today.

Document Management System Benefits, Features, and Tips (2)

As you might expect, not all document management systems are created equal. There are plenty of differentiators that sets one vendor apart from another. Understanding what makes a well-designed platform and the document management trends that goes into them helps you select the right platform that will adapt with your organization over time.

When shopping for a document management system, consider itsfeatures and how they will drive your goals forward. Here are top standards to consider:

1. Cloud access.

These days, if it’s not in the cloud, does it really exist? Employees need the ability to upload, access, and download documents at any time and any place. This makes cloud access a must for document management systems. Look into what file storage looks like, if you have cloud and on-premise options, and how often vendors roll out updates. The biggest advantage of having a document management system in the cloud is it gives employees the freedom and ability to access files and collaborate from any location.

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2. Intelligent organization.

Document Management System Benefits, Features, and Tips (3)

Juggling documents and scattered platforms takes time away from the workday. (This is especially true for growing businesses!) The larger a company gets, or the more organizational change that takes place, chances are more likely that there will be more documents and data to organize. Organizational hierarchy is one of the most important featuresbuilt into a document management system. Categorization, tagging, and rating will help you find the files you need as quickly as possible.

3. An attractive user interface.

Document Management System Benefits, Features, and Tips (4)

Your staff is going to use your document management system on a daily basis, so you’ll want to make sure that the software is easy to use and featuresan attractive UI, or user interface. This is what you and your staff see when you login, which has the power to motivate employees and easily connect them to the information they are looking for. If your document management system is difficult to navigate, you will not make the most out of your investment and detract from productivity.

4. A robust search feature.

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As your knowledge base fleshes out, you run the risk of document overload. It’s essential that your team is able to search and locate content. A robust search engineis an imperative document management feature that can help you easily and accurately browse your company’s knowledge base.

5. Version control.

Document Management System Benefits, Features, and Tips (6)

As uploaded documents are always in flux, every company should have a document management system that featuresupdates and different versions of files. Everyone has been in a situation where finding a prior document version is impossible. The best document management systems save every version of a document when it’s uploaded, allowing you to go back in its history before crucial changes were made, and save what might otherwise become a useless document.

6. Permissions.

Document Management System Benefits, Features, and Tips (7)

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If you have a huge staff, it can be difficult to keep a connected social community. Permissions will be your best friend, as they allow you to choose who has the ability to delete or change files, access certain spaces, and maintain communications. The best document management systems allow administrators to set specific permissions for every employee, which protects important documents from being altered, while also instilling a clear structure in your document management system.

7. Universal format support.

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Anyone who has kept an eye on technology over the past few decades knows that file formats are constantly changing. Today, common extensions such as .pdf and .docx may dominate the professional world, but that doesn’t mean there aren’t other file formats. The more formats your document management system can support, the better. This will ensure that you won’t run into any issues down the road.

Top 11 document management system benefits.

Document Management System Benefits, Features, and Tips (9)

The benefits of a document management system can have lasting and positive impacts on your business. Here are just a few of the most prominent benefits of incorporating a document management system:

1. Reduced physical storage.

If your office still relies on paper documentation, you know that extensive storage solutions are mandatory. With office space getting more expensive, you have options to eliminate this financial burden. Switching to a document management system allows you to scan and upload the paper that’s taking up office space, and swtich over to a more intuitive way of finding and organizing documents.

2. Lower costs.

Building a business can be difficult, especially when it comes to financial obligations. Modern business owners should do
everything possible to keep costs low, and one of the most effective ways to do this is to stop relying on paper. Paper can costly, especially when used as the main form for dispersing information. A document management system is not only more capable of handling the flow of information, but it can ultimately save you money.

3. Save time – Instant access to documents.

There’s a growing need in today’s professional climate for quick access to everything. Ignoring this need is the quickest way to fall behind. When documents are piled into filing cabinets, finding information on the fly can be exceptionally difficult. One of the major benefits of a document management system is that you and your staff can instantly access whatever documents you may need, regardless of where you are.

4. Advantage over other businesses.

It’s an unfortunate reality that many start-ups tend to fail within the first five years of being in operation. As you might expect, gaining a competitive advantage over other businesses is not only beneficial in today’s world, but also necessary. While it’s not always easy to identify ways to get the upper hand over the competition, implementing a document management system is a great way to start. Companies that fail to take this step will inevitably fall behind, leaving those which are well-prepared for the future to flourish.

(Video) Document Management System Demo

5. Robust indexing of documentation.

Regardless of how well-organized a filing system you may have, there’s simply too much potential for error with physical documents. A document management system will provide you and your staff with robust indexing capabilities, allowing you to know exactly where everything is at all times. Even if you’re inundated with files, taking a moment to ensure proper organization is all it takes to stay on top of things.

6. Quick deployment.

If there’s one thing that causes CEOs and managers to be hesitant about implementing document management software, it’s that they don’t want to fall behind in the process. Switching to an entirely new method of managing files and documents can sound scary, but often for the wrong reasons. Deploying a document management system like Axero, where an implementation and support team is on your side, makes the process easier and ensures you reach you document management goals.

7. Improved customer service.

Keeping customers happy and focusing on customer service is essential to any business. Since a document management system can double as a company knowledge base, you give your customers instant access to any knowledge, troubleshooting tips, or documents you choose. This can solve problems far easier than wading through an ocean of paper documentation.

Document Management System Benefits, Features, and Tips (10)

8. Simple updating process.

As the nature of software is always in flux, it’s essential that updates be completed as quickly and easily as possible. Document management software, like Axero, is the perfect solution for those who are no longer interested in updating software on their own. Updates occur in the background, ensuring that no valuable time is wasted in the process.

9. Higher levels of productivity.

Increasing productivity levels can be challenging because it’s not always easy to identify the issues that stand in the way. It’s important to take whatever steps necessary to increase productivity levels. Streamlining business processes falls squarely in line with this. When you and your staff use a document management system to manage and organize files, productivity levels will improve.

10. Air-tight security.

Even if you believe your documents are secure, there’s always a security risk. Security will always be a concern when documents make their way in and out of an organization—the fact that paper can easily be stolen or destroyed means that crucial documents could be compromised at any time. Security stands to be improved when you make the transition to a document management system, as versioning ensures that you never truly lose an original file.

11. Green business practice.

“Going green” is not only a popular trend, but it’s a necessity for a growing world. People everywhere are taking steps to lower their impact on the environment, and this philosophy extends to the world of business as well. Running a green business isn’t always easy, but one of the best ways to make lasting changes is to move towards a document management system. Thousands of paper per month can be saved, which translates into an environmentally-friendly business model, while reducing costs.

6 tips for implementing your new document management system.

Document Management System Benefits, Features, and Tips (11)

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No matter the scenario, transitioning to a new method of handling day-to-day business activities can be tricky. Fortunately, implementing a document management system like Axero is typically an easy process that doesn’t lead to any major headaches. There are also things that can be done to streamline the experience for your staff.

When preparing to implement a document management system, be sure to keep the following tips in mind:

1. Clarify the importance of making the transition.

When you decide to transition to a document management system, there’s always a chance that employees will question the reasons. If someone is set in their ways, they may need some convincing to try something new. By giving your staff background on the benefits of implementing a document management system, you take control over the narrative kick-off the process. You also dispel curiosities or concerns to get everyone alinged. Be sure to be responsive to the questions of your staff—the earlier you can iron-out any potential issues, the better.

2. Schedule a training session to teach your end users.

Even though document management software is easy to use, it’s important that your staff is well-versed on how to get the most out of the system. Document management systems work differently, and communicating these tips and tricks with your staff will ensure that launch and everyone’s success with the system goes smoothly. A training session doesn’t have to take long, and you can host them virtually, too. Be sure to schedule your training before the system goes into use to avoid potential user errors that might occur.

3. Scan-in paper documents, make them digital.

One of the first things you should do during implementation of a document management system is to take steps to move away from paper. This means scanning documents and uploading their digital versions into your document management system. While this can be a time-consuming process, the freedom that comes with moving away from paper is more than worth the effort. The process also gives you an opportunity to pick and choose which documents to hold onto and which ones can be eliminated.

4. Customize your document management system.

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One of the best things about using Axero as your document management system is that it can be fully-customized. Unlike a “one-size-fits-all” software, the look, feel, and functionality of Axero can be changed based on how you and your staff intend to use it. Once you take the time to customizatize your software—even if it’s just adding company colors, logos, or a customizable intranet template—you strenghten the connection between staff and your culture.

5. Take advantage of your vendor’s customer support.

No matter how well-versed you and your employees may be with using document management software, it’s essential to rely on customer support when necessary. At Axero, we proudly offer high-quality client support to each and every user. There’s nothing wrong with asking for help, and your organization will also benefit from doing so.

6. Check-in with your staff regularly.

Many CEOs and managers mistakenly believe that just because their staff has taken well to the implementation process that future issues will not arise. It’s always a good idea to check-in with your employees after implementing your new document management system—this will ensure that no one falls behind. The larger an organization, the more likely it is that some people might experience problems, which makes check-ins all the more important.

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In conclusion.

The features and benefitsthat come with implementing a well-designed document management system can impact every part of an organization. The last thing you want to do is ignoring this reality in today’s competitive business climate. Set the paper aside — it’s time to take things to the next level.

Document Management System Benefits, Features, and Tips (13)


What are the features of a good document management system? ›

To achieve that a decent document management system should have features like document security, version control, document sharing, and collaboration among others.
Document Management Software Features
  • Web access. ...
  • Document Search. ...
  • Drag and drop Features. ...
  • Embedded viewer and editor. ...
  • Versioning. ...
  • File Locking. ...
  • Sharing and rating.
18 Feb 2022

What is the importance of document management system? ›

Document management software allows companies to transition from paper documentation to storing and managing documents digitally both safely and securely.

What are the benefits of good file management? ›

11 Benefits Of File Management
  • It centralises important documents in one place. ...
  • It reduces rework. ...
  • It minimises project delays. ...
  • It cuts down on emails. ...
  • It makes reviewing and approving content easier. ...
  • It supports communication. ...
  • It gives you control over information access. ...
  • It helps you maintain document versions.
11 Dec 2021

What are the features of documentation? ›

Characteristics of good documentation
  • All relevant information must be recorded.
  • All paper records must be legible, signed and dated.
  • Records must be contemporaneous, accurate and kept up to date.
  • Records must be written in plain English avoiding jargon.

What are three benefits of document management systems? ›

Eight Benefits of Document Management Systems (DMS)
  • Reduces Costs.
  • Improves Workflow.
  • Better Collaboration.
  • Advanced Search.
  • Reduces Storage Space.
  • Easier Retrieval.
  • Enhanced Security.
  • Disaster Recovery.
8 Apr 2022

What is document management process? ›

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.

Which of the following is a benefit of a DMS? ›

A DMS Software allows you to save space and money by freeing up the need to store physical documents and use those resources for other purposes. This is one of the major benefits of DMS, that it allows businesses to go paperless.

What is a good documentation system? ›

Good documentation practices (also known as GdocP or GDP) are guidelines for document management and control designed to help companies in regulated industries meet required quality standards.

What are the advantages of document review? ›

Reviewing existing documents helps you understand the history, philosophy, and operation of the program you are evaluating and the organization in which it operates. To determine if implementation of the program reflects program plans.

What are advantages of file system? ›

Advantages of File System

Compactness: Data can be stored in a small amount of space. Data Retrieval: Computer-based systems offer improved data retrieval techniques that make it simple and efficient to retrieve data from files. Editing: Any information saved on computers in the form of files can be easily edited.

What is the main purpose of documentation? ›

Although there are many explicit purposes for creating a scientific or technical document, there are four general categories: to provide information, to give instructions, to persuade the reader, and to enact (or prohibit) something.

What six characteristics should all documents have? ›

Good docs have (at least) six key characteristics:
  • Findable.
  • Accessible. Legal Accessibility. Language Accessibility.
  • Scannable.
  • Searchable.
  • Timely.
  • Complete.
5 Nov 2021

What are the features of digital documentation? ›

10 Essential Electronic Document Management System (DMS) Features
  • Compatibility. The right DMS will complement, not clash with, your current IT setup. ...
  • Ease of Use. ...
  • Common Sense Organization. ...
  • Internal Communication. ...
  • Versioning. ...
  • Backup and Security. ...
  • Mobile Compatibility. ...
  • Workflow and Project Management.

Which are three functions of a document management system? › claims that there are three main functions of a document management system — to capture, store and distribute documents.

What are the main challenges of documentation? ›

6 Biggest Document Management Obstacles & Their Solutions
  • Obstacle: Time consuming. This is one of the most readily felt document management challenges. ...
  • Obstacle: Losing important documents. ...
  • Obstacle: Security. ...
  • Obstacle: Editing challenges. ...
  • Obstacle: Problem of multiple document versions. ...
  • Obstacle: Accessibility challenges.

What are the 5 basic filing systems? ›

There are 5 methods of filing:
  • Filing by Subject/Category.
  • Filing in Alphabetical order.
  • Filing by Numbers/Numerical order.
  • Filing by Places/Geographical order.
  • Filing by Dates/Chronological order.

What is an example of document management? ›

PDF Readers are the best example of a Document Management System through which you can access the PDF file offline and store it to view and even print and publish it anytime at any place.

What are the types of document management systems? ›

5 Types Of Document Management Systems
  • Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
  • Workflow Management. ...
  • Record Management. ...
  • Document Imaging. ...
  • Enterprise Content Management.
18 Feb 2020

What are the benefits of electronic records management? ›

Greatly improves decision making processes in an organization. Reduces paper records filing costs and makes it possible to move documents off-site freeing up valuable floor space. Makes it possible to easily back-up documents in case of disaster (flood, fire, theft, etc…) Saves on wear and tear of paper records.

What is document control? ›

Document Control Definition

Document control can be defined as a series of practices that ensure that documents are created, reviewed, distributed, and disposed of in an organized and verifiable manner. You might also use the term “document management”.

What are the disadvantages of an electronic document management system? ›

Initial costs aside, a significant disadvantage with electronic systems is the relatively short shelf-life of both hardware and software. Hardware could require substitution in as little as 18 months while software changes every 2-3 years.

What is the advantage of digital record storage in business? ›

No more archives full of dusty files, plus you benefit from more free space, and documents that are easy to find and use. The workplace is less cluttered, and more aesthetically pleasing, too. And what's more, going paperless is also a great way to reduce waste and reduce your business' carbon footprint.

What are the 3 rules of documentation? ›

Documentation should be:
  • Immediate. Managers should take notes right after an incident occurs. ...
  • Accurate and believable. When an outside observer (judge, jury or EEO investigator) is called to judge your side of the story, detailed observations add authenticity. ...
  • Agreed upon.
16 Jul 2015

Which characteristic is an advantage of effective documentation? ›

Effective documentation ensures continuity of care saves time and minimizes the risk of error.

What is the importance of document analysis? ›

Document analysis is important because it allows researchers to make sense of their resources and select the appropriate pieces for their studies. Documents contain qualitative data , which refers to non-numerical information that researchers organize into categories.

What are strength of documents? ›

The strength/weakness of any document depends on different factors:-Such as:-Strength:- 1 - Material used in doucments should be related to topic. 2 - It should more clear and easily to understand. 3 - Their should be details about services / products, Target customer, time factors and geographic factor.

What are the 3 steps in the document review process? ›

The three stages of review
  1. SUMMARY OF STAGE 1 – Review by the Director. Decision on whether the matter should be reviewed. ...
  2. SUMMARY OF STAGE 2 – Review by a Committee. Decision on whether inappropriate practice occurred. ...
  3. SUMMARY OF STAGE 3 – Determining Authority. Decision on a suitable sanction.

What are the features of file based system? ›

File System Features
  • Volume Management.
  • Support for Paged and Direct I/O.
  • High Capacity.
  • Fast File System Recovery.
  • Metadata Storage.
  • vnode Interface.
  • Shared File System Support.

What are limitations of file management system? ›

Too complex to access data from the file system : In file system, it is too complex to access the data from the database, as all the physical details (name of the file, location, type, permissions) are required to access the data.

What are the uses of file system? ›

A file system stores and organizes data and can be thought of as a type of index for all the data contained in a storage device. These devices can include hard drives, optical drives and flash drives.

What are the 4 kinds of documents? ›

The four kinds of documentation are:
  • learning-oriented tutorials.
  • goal-oriented how-to guides.
  • understanding-oriented discussions.
  • information-oriented reference material.

What are the methods of documentation? ›

Methods of Documentation
  • DAR (data, action, response)
  • APIE (assessment, plan, intervention, evaluation)
  • SOAP (subjective, objective, assessment, plan) and its derivatives including.
  • SOAPIE (subjective, objective, assessment, plan, intervention, evaluation).

What are the two types of documentation? ›

Documentation can relate to two different types: products and processes. Product documentation describes the product under development and provides guidelines on how to execute actions with it. Process documentation, on the other hand, relates to all the material created during development.

What are the basic rules of documentation? ›

Be clear, legible, concise, contemporaneous, progressive and accurate. Include information about assessments, action taken, outcomes, reassessment processes (if necessary), risks, complications and changes.

What are the chief features of documentation? ›

Documentation should be easy to read and understand. If it's too long and too wordy, it may be misunderstood or ignored. Clear, concise words should be used, and sentences should be limited to a maximum of 15 words. Documentation intended for a general audience should avoid gender-specific terms and cultural biases.

What is the main benefit of using online documentation? ›

The system keeps you safe from hackers and unauthorized users and you can check who has viewed or modified a document and when. Data backup and disaster recovery means that information stored in an online document management system is also at far less risk than paper documents.

What is the difference between a document and digital document? ›

Paper documents are difficult to search, carry, copy, and modify. Paper documents are easily damaged, misfiled or misplaced. Electronic documents are delivered by networks, disks, flash memory and CD/DVD and are stored on a file system. Multiple users can read and review electronic document simultaneously.

What are the types of digital documents? ›

Digital File Types
  • Still Image File. A type of digital object that is created from the digitization of still image (textual documents and photographs) originals. ...
  • Audio File. ...
  • Video File. ...
  • Motion Picture File. ...
  • File Type To Be Determined.

What are the features of digital documentation? ›

10 Essential Electronic Document Management System (DMS) Features
  • Compatibility. The right DMS will complement, not clash with, your current IT setup. ...
  • Ease of Use. ...
  • Common Sense Organization. ...
  • Internal Communication. ...
  • Versioning. ...
  • Backup and Security. ...
  • Mobile Compatibility. ...
  • Workflow and Project Management.

What is EDM system? ›

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization.

What is document management system PDF? ›

Document management system is a software used to capture, store, manage, and easily retrieve digital documents within an organization. It provides the needed functionalities for businesses to digitize documents and automate their business processes.

What is the main benefit of using online documentation? ›

The system keeps you safe from hackers and unauthorized users and you can check who has viewed or modified a document and when. Data backup and disaster recovery means that information stored in an online document management system is also at far less risk than paper documents.

What are the advantages of digital document? ›

Digital document files are encrypted and secure. It'll take more than a hammer to access your documents. Save on resources — Stop buying paper and toner for physical documents and save money on office supplies. Environmentally friendly — Less paper means less waste.

What is the use of digital document? ›

Quick and easy access

When dealing with any sort of paperwork or data, it's important to have quick, easy and efficient access to the information required. With digital document management, all aspects of finding and retrieving data are significantly improved.

What are the types of document management systems? ›

5 Types Of Document Management Systems
  • Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
  • Workflow Management. ...
  • Record Management. ...
  • Document Imaging. ...
  • Enterprise Content Management.
18 Feb 2020

How can I improve my EDMS? ›

Electronic Direct Mail marketing (EDM marketing OR EDM Marketing Campaign) is an abbreviation for electronic direct mail marketing.
In short, marketers got better at connecting with consumers.
  3. MAKE IT CATCHY. ...
7 Nov 2021

What is EDMS workflow? ›

Summary. An electronic document management system (EDMS) is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization's workflow.

How do you control documents? ›

How to start a document control system
  1. Step 1: Identify documents and workflows. ...
  2. Step 2: Establish ownership and quality standards. ...
  3. Step 3: Name and classify documents. ...
  4. Step 4: Create revision protocols. ...
  5. Step 5: Manage security and access. ...
  6. Step 6: Classify and archive documents to ensure version control.
18 May 2022

What are the common problems with document control? ›

Common issues faced by document controllers include the following:
  • Increased customization of documents required by customers. ...
  • Difficulty keeping track of document revisions. ...
  • Understanding where each document is in the process. ...
  • The time-consuming and often clerical nature of documentation work. ...
  • Customized databooks.
2 Nov 2015


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