The COVID-19 pandemic forced many businesses to close for good; however, despite this loss, Adobe Acrobat reports a significant increase in digital entrepreneurship and online businesses since 2019. This unprecedented turn to digital business solutions has changed how we work and consume online. If you’re considering starting your own online business in 2022, you will need to invest in the right technology and software to support a remote team and stay organized. A document management system is essential for all online businesses, whether startup or enterprise level.
What is a DMS?
A document management system, or DMS, is a set of tools and software that act as a digital filing cabinet to keep your documents organized and secure. Document management systems can manage various file types and automate specific manual processes of your workflow. DMS solutions are an essential tool for the successful digital transformation of any business. Whether you’re starting a company from home with just a few co-workers, or are moving an entire company to a digital workplace, here are the key benefits of a document management system for the success of your small business.
Secure Your Files
The security and accessibility of your digital business documents are essential for the continued success of your company. A reliable document management system requires authentication before accessing your encrypted files. As an administrator of your DMS, you can select who on your team has access to which files and projects. A DMS such as that offered by Adobe Acrobat will automatically store a backup of your documents in the cloud. Adobe pro business tools also include an app that will allow you to scan and create new files from your smartphone.
Accessibility
Adobe Acrobat reports, “More than 3 in 4 adults would rather apply for jobs that offer remote work options.” To run a successful business in 2022, you need to be able to work from anywhere and hire a skilled team of remote employees. As a remote business owner or manager, you need to be able to access your company resources no matter where you’re located. As you build your remote business, utilize a DMS solution that you and your team can easily access from home. If your DMS isn’t user-friendly or accessible, you lose a direct line to your day-to-day business operations.
Easily Sort and Search
Searching through your company files and docs is essential for reliably storing your business data. A DMS solution like Adobe Acrobat uses metadata to tag each document and ensure it is sorted and organized correctly so you can find it again later on. Indexing is essential for a reliably organizational tool; your files will be unorganized and difficult to search through without indexing.
Workflow Insight
The best DMS solutions will encrypt your data while also allowing you total transparency into the work history of each document. You have access to your team’s user information, and you can see who uploaded which document, when, and where. With this level of oversight, you can be sure work is completed on time and everyone is staying on task.
Create and Complete Projects Easily
Finally, a reliable document management solution will come with built-in collaboration tools such as commenting, editing, and sharing abilities so your team can work together efficiently. Creativity and brainstorming can be essential functions of your team’s day-to-day. Make collaboration easy with a DMS that allows your team to effortlessly work simultaneously on any file.
These are just a few of the advantages of a document management system for your remote business. If you’re moving to a digital workplace or starting a remote team, invest in a DMS to stay organized and work efficiently.
