The Implications of a Document Management System

It's a digital world and many companies want to get rid of excess paper and move to a document management system. There are many implications, positive and negative, when a company switches to a document management system from a paper-based business model.

Waste

• A document management system eliminates the waste of paper. For example, when a new version of a document is created, the company does not need to throw away hundreds of outdated copies. Instead, the company creates a new digital version and imports it to the document management system.

Security

• One drawback to the document management system is the increased risk of clever cyber criminals stealing documents and the intellectual property and records contained on them. Instead of having to physically enter the company's premises and steal the documents, criminals can break through the computer network firewall and hack into the document management system.

Searchability

• A document management can store thousands of forms and documents in different categories for easy search and retrieval. Employees no longer have to spend several minutes or longer searching through drawer after drawer of forms to find the right one.