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The advantages of a document management system (DMS)

Document management systems allow for easy retrieval and can be modified according to your security preferences.

Document management systems allow for easy retrieval and can be modified according to your security preferences.

High-tech document management systems (DMS) have become increasingly popular business solutions over the last few years. So, why exactly, are more and more organizations transitioning to these systems? DMS offer many benefits over other methods of organizing and maintaining company files.

Here are some of the main benefits of DMS: 

  • Easy Retrieval: Arguably, one of the greatest advantages is the ease with which your authorized users can access materials through document management systems. A DMS works by creating and storing an electronic image of a file. After this process, authorized users are able to search for the document by name, keyword or other defining feature of the content. Most DMS are able to retrieve files when users type in words contained anywhere in the document.
  • Greater Security: Another key advantage is security. DMS are much better than paper filing systems when it comes to protecting sensitive information. You can encrypt the documents, assign different levels of security to the documents as well as give employees different levels of access to them. Your organization can do this on a department-wide level or individual basis. Many DMS also offer audit trails of all users who v​iewed the document and at what  times they did so. Centralizing this information affords many benefits for companies, for example, being able to coordinate and track users' progress on signing sensitive information such as contracts or funding agreements. It also has benefits for compliance purposes. 
  • Better Document Distribution: Being able to view and send a document image is preferable to photocopying, or conversion to paper in the case of microfilm. In addition to cutting down on these overhead costs, DMS also simplifies the routing process for documents. DMS enable users to more easily forward documents to their colleagues and other authorized users. Not only can employees send the document, they can send multiple versions, allowing each user to individually add signatures, comments or other annotations.
  • Improved Compliance: DMS store documents safely, have security measures and provide audited trails. Since these features enable authentication of important documents, including those related to regulations, they help strengthen your organization's compliance. 

SyberWorks Document Management System (DMS) allows for easy management of Standard Operating Procedures (SOPs) and employee compliance. SyberWorks DMS saves your organization time, as you no longer have to manage an overwhelming number of spreadsheets and reconstruct reports. It tracks all types of training, including online, synchronous or asynchronous training, online self-paced study, on-the-job training and traditional classroom training, among others. 

In addition, the SyberWorks Training Center LMS/LCMS is available as a hosted solution (SaaS – Software as a Service) or can be sold as an enterprise license.

To learn more about SyberWorks services or to schedule a product demonstration, please call us at 888-642-7078, email us at info@syberworks.com or register on our site.

SyberWorks, Inc.
411 Waverley Oaks Road
Building 3, Suite 319
Waltham, MA 02452

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