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Step-by-step guide on how to Implement a Document Management System for your business

As businesses grow, the amount of paperwork and documents also grows exponentially. Keeping up with documents in your business can be a daunting task. Without a reliable and secure way to store and access these documents, a business can quickly get overwhelmed by the amount of paperwork it must handle. Fortunately, a document management system can help you keep your documents organized and secure.

 

As explained in our previous blog post, a DMS is used to track internal documents, such as company policies or employee handbooks, or external documents, such as customer contracts or invoices. It typically includes features for version control, security, indexing and search, and workflow.

 

When choosing a DMS for your business, it is important to consider your specific needs and choose a system that is easy to use and implement. The goal is to be more organized, efficient and improve communication and collaboration between employees.

What is a Document Management System? What are the key features and benefits?

How to Implement a Document Management System

 

For a smooth implementation, there are a few things you should keep in mind. First, you’ll need to decide what type of system you want to use. There are many diverse types of DMS, so it’s important to choose one that will fit your needs.

Once you’ve chosen a system, you’ll need to set up a server to host the system. This can be done on your own computer, or you can use a cloud-based service. Once the server is set up, you’ll need to install the software and configure it to work with your chosen system.

Finally, you’ll need to create user accounts and give permissions to those who need access to the system. Training for employees must also be planned. Once everything is set up, you’ll be able to start using DMS to store and manage your documents.

 

Common Mistakes to Avoid When Implementing a Document Management System

 

When it comes to implementing a document management system, there are a few common mistakes that businesses make. Avoid these mistakes and you’ll be well on your way to a successful DMS implementation:

 

  • One of the most common mistakes is not clearly defining the scope of the project from the start. Without a clear understanding of what you want to achieve with your document management system, it’s easy to end up with a system that doesn’t meet your needs. Take the time upfront to clearly define the goals and objectives of your project so that everyone involved knows what they’re working towards.
  • Another common mistake is not getting buy-in from all of the key stakeholders involved in the project. If decision-makers aren’t on board with the project, it will be much harder to get them to sign off on important decisions down the road. Make sure you involve all relevant stakeholders in the planning process and keep them updated throughout the implementation process.
  • Before you can implement a new document management system, you need to take a step back and assess your current workflows. What processes do you currently have in place for creating, storing, and retrieving documents? How efficient are these processes? By taking a close look at your current workflows, you can identify areas where a DMS is needed.

 

Tips for Making the Most of Your Document Management System

 

Assuming you have already gone through the steps of implementing a document management system (DMS) for your business, here are some tips on how to make the most out of it:

 

  • Know what your DMS can do for you and take advantage of its features – Your DMS should be able to do more than just store documents. It should also be able to track and manage versions, control access and permissions, and enable collaboration. Be sure to take advantage of all its features to get the most out of your investment.
  • Keep your documents organized – A key benefit of using a DMS is that it can help you keep your documents organized and easy to find. Make use of its tagging, categorization, and search features to ensure that you can always locate the documents you need quickly and easily.
  • Make sure everyone is on board – To really maximize the benefits of using a DMS, it’s important that everyone in your organization is using it and knows how to use it properly. Make sure you provide training and support so that everyone knows how to access and utilize the system.

By following these tips, you can ensure that your document management system is working effectively for your business and helping you optimize your workflow.

 

Conclusion

 

Implementing a DMS for your business is an excellent way to simplify the process of managing documents. By following this step-by-step guide, you can ensure that you choose the right system for your needs and get it up and running within no time. Not only will this make it easier to find important documents when needed, but it will also improve security around sensitive information. Document management systems are becoming increasingly popular with businesses of all sizes and sectors, so why not take advantage of them?

What is a Document Management System? What are the key features and benefits?

As the amount of data and documents produced by businesses increases, finding an efficient way to manage them has become a challenge. Companies are seeking an efficient way to facilitate the digitalization and organization of their documents. A DMS is a tool that can help organizations store, track, and share their documents in an organized and secure manner. In this blog post, we’ll discuss what exactly a document management system is and why it’s so useful for businesses. We will also explore some key features.

 

What is a Document Management SYSTEM ?

A document management system (DMS) is a computer program or set of tools used to track and store documents. The three most common types of DMS are:

  • Electronic document management systems (EDMS), used to track and store electronic documents such as PDFs, Word documents, and Excel spreadsheets.
  • Web-based document management systems (WBDMS), used to track and store documents on the web.
  • Hybrid document management systems (HDMS) are a combination of EDMS and WBDMS.

DMS can be used for a variety of purposes, such as storing business contracts, tracking customer records, or managing employee files. DMS can also be used to share documents between employees, customers, or other businesses.

Document management systems are often used in conjunction with content management systems (CMS) or enterprise resource planning (ERP) systems. However, they can also be used as standalone programs.

What is a Document Management System? What are the key features and benefits?

The Benefits of a Document Management System

A document management system (DMS) can be extremely useful for businesses of all sizes. It can help to organize, store, and track documents, and make it easier to find and share information. In addition, a DMS can help to streamline workflows and improve efficiency.

There are many benefits of using a DMS, including:

  • Improved Organization: A DMS can help businesses to better organize their documents. This can make it easier to find and retrieve information when needed.
  • Improved Security: A DMS can also help to improve security by providing features such as password protection and access control. This can help to prevent unauthorized access to sensitive information.
  • Improved Collaboration: A DMS can make it easier for team members to collaborate on projects. For example, team members can easily share documents and provide comments or feedback.
  • Improved Efficiency: A DMS can help businesses to improve their overall efficiency by automating tasks such as document routing or approvals. In addition, a DMS can help save time by reducing the need for paper copies of documents.

 

What to Look for in a Document Management System

When considering a document management system (DMS), there are a few key features to look for that will ensure the system is effective and user-friendly.

An intuitive interface is crucial for users to be able to find the documents they need quickly and easily. The system should also allow for easy organization and tagging of documents so that users can easily find what they are looking for.

Document security is another crucial point of attention, the system should have robust security features in place to protect sensitive information. And finally, it is important to consider scalability when choosing a DMS, the system should be able to handle an increasing amount of data as your business grows.

Schedule a meeting with our team to learn more about how your organization could benefit from a DMS.

 

Sources

 

COVID-19: How to Fight Against Cybercrime in the Home Office Environment

COVID-19 cyberthreats

 

Covid-19 pandemic has forced many employees to work from home. Organization must not only stay productive but also safe. The Covid-19 outbreak has officially been categorised by the World Health Organization (WHO) as a pandemic, meaning in the current situation, many companies are not only faced with the challenge of enabling their employees to work in the home office, but also to protect them and all systems against the increasing cybercrime.

 

As organizations are shifting more and more of their business online, a wide variety of cyberattacks have been recorded since the pandemic began – from attacks on the World Health Organization (WHO) to steal information to mass phishing emails and spam campaigns targeting home office workers. It doesn’t only stop there; cyber criminals have even created websites with domain names related to Covid-19 to take advantage of user fears and concerns and launch ransomware attacks. Therefore, prevention is always better then repairing damages afterword.

 

Here below are few tips that companies should and must take into account in every home office environment in order to protect fromcyberattacks.

 

Cybersecurity training for employees

Mostly neglected in many companies, employees training on cybercrime related topic is highly recommended. Once your employees are well informed about cybersecurity and home office, they are able to detect any risk that can endanger the security of the company  and  reduce the risk of opening the door to criminals.

 

Install and setup Access controls

No matter whether you are running a small, medium or large business, Access control really is ideal for almost any business scenario to prevent data leaks or unlawful data access. With access control, you can easily keep track of all statistics related to who access your company’s data. A good setup of access control combines authentication and authorization.

This setup determines whether a user should be allowed to access the data or make the transaction they’re attempting. A user with a certain role will only be able to see files that are necessary in order to complete his tasks via data access control. In other terms, a user with restricted data access will not be able to see or shear any other corporate data.

 
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Reinforce security settings for emails

Ensure your email security settings by putting strong passwords and secure login. Implement scanners or other tools to filter spams along with email encryption tools. Mostly, engage all employees to take part in education around email security and how not to fall in trap of phishing attacks. This way, employees can take measures to guarantee the security of their email accounts against known attacks and avoid being a victim.

 

Access to company networks only via VPN

Make sure that all of your employees who access your corporate network use VPNs. Without VPN access, no employee should be able to view company data, because with a VPN, corporate data is virtually impossible to be view by outside forces, keeping the private information — private.

 

Allow access to SaaS applications only through the corporate network

Ensure that SaaS applications are only accessible to remote users via the company network and that they cannot access the applications directly from there home or any other public Internet. With your security solutions, you gain insight into all data traffic that accesses your services in the cloud. Most SaaS providers provide such access to their services; however, you may need to enable some settings for this to work properly.

 

Keep your software updated

Make sure to update your software on your device when prompted. Cybercriminals frequently use known exploits, or flaws, in your software to gain access to your system. As these updates often include fixes to security vulnerabilities, a regular check on them is highly recommended in order to avoid becoming a cybercrime target.

 

Keep your device safe

It may sound very basic but it’s very important to keep an eye on your device along your surroundings! Lock your device when you step away from it. And never leave sensitive or confidential information at your desk, like post-it notes with your password written on them or USB drives. Don’t give anyone remote access to your device if you feel unsure.

Supply Chain Logistics and Management

 

Supply chain logistic, known as the backbone of global trade, is a network of many partners involved such as customer, dealers, manufactures,transportation, external warehouse,suppliersand inventory. Sometimes a delivery comes along with delay, sometimes there is something wrong in a package, delivered article is different to ordered article and sometimes a shipment is lost. This is annoying for all sides. It costs time, energy, money and sometimes even the customer.

 

Managing correctly supply chain is huge challenge that companies are facing. To achieve this, it is important for everypartner involved in process, ranging from purchasers to shippers to order pickers, to work with the same information. Thisinformationincludes order data, shipment information, loading lists, receiving logs, invoices, credit notes – so when all this datais pushed back and forth across various formats, self-programmed interfaces and heterogeneous systems, not everything goes as planned. Often it is the heterogeneous systems interfaces and lack of communication between the various IT systemsthat cause problem. These IT issues can result in problems such as customernot receiving his packageor receiving wrong article. Stock-listwasn’tupdated because the server was down, and nobody noticed it.

 

Therefore, supplychain logistics executives must know how to choose the most advantageous mode of transportation, how to design and set up a warehousing facility, how to control and manage inventory and assets, and how to set up an efficient logistics network while minimizing cost and delivering andcustomer service.Only with the integration and help of afine-tuned logistics, supplychain logistics executives can gain an overview of theiroptimal stock levels and know exactly when to place new orders. And theycan ensure on-time delivery of the right product to its due destination.

 

IT–Key Player component of Supply Chain

As therequirements of the participants in such logistics chains are diverse and very heterogeneous, standards for formats are not always guaranteed, especially in international data exchange. Any discrepancy in ordered item and delivered item can result expensiveand/orproduction shutdown. Such and similar problems arise when, for example, the data systems of local enterprisescannot communicate with the international branches. The solution of this problem can be found if the software responsible for the process for data integration worldwide retrieves the required data and transmits into the desired formats.

 

Data Interpretation and Data integrity problem

Data interpretation is a vital part of supply chain management as it’s used to improve your ability to estimate future sales, reduce shortages and overstock and when the data is interpreted correctly, both in national and international trade, it results in having the right products at the right time in the right number at the right place.
Most companies end up having data integrity problem, such as,

 

  • Their current strategy isn’t always equipped to handle a vast amount of data.
  • They don’t know about sources of their data,
  • Even if they invest in a new system, they may struggle transferring data back and forth. Moreover, those who manually transfer data risk human error. If data differs between systems, they have no knowledge over which one is right.
  • If their systems aren’t updating in real-time, this will cause issues as they can’t ensure being on same page as their suppliers and customers. Especially when transitioning with new supply chain parties, your data integrity is at risk.

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With proper inventory management, companies can increase transparency and their suppliers and customers can have real-time access to data. This helps to increase efficiency and decrease wasted time.
Plus, having real-time access to current data improves decision making.

 

Data integration and SCM need to work together smoothly

In order to deliver the right products at the right place, it’s highly important to have the software that guarantees smooth data integration and the Supply Chain Software (SCM)work together seamlessly as acompetent center for heterogeneous supply chains so that all partners in a supply chain are always up-to-date and in the right state.

 

Automatic Anomaly Detection
Anomaly detection is all about making better decisions and there is no industry that needs accurate decisions more than the supply chain industry. Agood SCM softwareshould be able to detect automatically any anomaly.Machine learning is just one of the ways that companies in the supply chain industry are confronting these challenges. Using an anomaly detection platform for demand planning can help suppliers to ship goods with more efficiency.

 

As the Supply Chain Management is the integration of key business processes from end user through original suppliers that provides products, services, and information that add value for customers and other stakeholders, transparency, ease of use, system speedand ability to react agile and flexible to future requirements at any time are the factors that drive success. If all those involved in the logistics process can ensure that the right processes are automatically triggered, that anomaliesare detected and rectified in time,right deliverycanreachon time tothe customer.

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