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The Importance of Implementing a Document Management System in your Company: 5 Key Benefits

Do not underestimate the value of having a document management system in your company, the positive impact it can have is significant.
Sistema de gestión documental
Picture of Manuel Aguirre

Manuel Aguirre

The global market for document management systems is experiencing significant growth. According to the report “DOCUMENT MANAGEMENT SYSTEMS MARKET: GROWTH, TRENDS, COVID-19 IMPACT AND FORECAST (2023 – 2028)” by Mordor Intelligence, this market, valued at 5,510 million dollars, is expected to reach 11,470 million dollars in 2026, which represents an annual growth of 13% over the next three years.

In Spain, companies are increasing their investment in document management solutions, registering a 49% increase. This has generated a turnover of 250 million euros in 2022, a figure that is already significant and which shows that the process of eliminating the use of paper files is underway and has no way back.

According to Mordor Intelligence, with the implementation of a document management system and the establishment of rational paper use policies, companies can reduce their costs by up to 21%, a not insignificant optimisation.

In addition, 19% of companies highlight the automation of document processes as a key benefit. Implementing a document management system optimises workflows and simplifies operations, leading to significant improvements in efficiency and productivity.

Another benefit mentioned by 14% of the companies included in the report is improved customer service. By streamlining workflows and having fast and secure access to information, faster and more accurate responses can be provided, resulting in a better customer experience.

This data clearly demonstrates that the adoption of document management systems is on the rise and offers tangible benefits for businesses. In addition to the economic benefits, such as cost reduction, automation and improved customer service, implementing a document management system is a key strategy to stay competitive in today’s digital age.

Importance of Implementing a Document Management System

Before exploring the specific benefits, it is important to understand why implementing a document management system is essential for any business. It provides a comprehensive document management solution, enabling more effective and strategic management of information at all levels of the organisation. By implementing a document management system, your company can:

1.Optimise the organisation of information

With a document management system, documents can be structured, labelled and stored in an orderly manner, making it easier to find and retrieve information quickly. It is no longer necessary to spend time searching for documents in physical filing cabinets or browsing through various folders on the company’s server.

2.Improve efficiency and productivity

A document management system automates repetitive tasks and workflows, reducing manual workload and freeing up time for more strategic activities. By making it easier to find and quickly access information, employees can make informed decisions more quickly, improving efficiency and productivity across the enterprise.

3.Strengthen security and document control

Information security is a key concern for businesses. A document system offers advanced security measures, such as access control and permission assignment, ensuring that confidential documents are protected and only accessible by authorised persons. In addition, a document management system allows the activities performed on documents to be tracked, providing greater control and traceability. [See how Athento secures your service].

4.Comply with regulations and standards

Many industries are subject to specific regulations and standards regarding document management and retention. Implementing a document management system allows you to establish retention policies, maintain an audit trail and ensure compliance. This reduces the risk of legal penalties and ensures that your business is aligned with applicable standards.

5.Encouraging collaboration and team work

A document management system facilitates collaboration between teams by enabling the simultaneous exchange of electronic documents and the ability to make real-time reviews and comments. This promotes remote collaboration and improves communication between team members. In addition, by establishing automated workflows, document review and approval processes are streamlined, facilitating collaboration and teamwork.

In short, implementing such a solution in your business is vitally important in the digital age. Not only does it allow you to organise and access information efficiently, but it also improves productivity, strengthens document security, ensures regulatory compliance and fosters collaboration and teamwork. A document management system becomes an essential tool to optimise your business processes and stay competitive in today’s market.

Don’t underestimate the value of having a document management system in your company. The positive impact it can have on your organisation and workflow is significant. Implementing such a tool will give you a strategic advantage by streamlining your operations, improving decision making and enabling fast and secure access to critical information.