The pandemic highlights a critical need for digital processes.
  • \17 July 2023
  • kclcloud2022

Lockdowns, Corona Virus, Pandemic, Epidemic, Endemic, Ventilators, Work from Home, Remote Work, Masks, Sanitizers – These words sound way too familiar.
All of us have been hit hard by the pandemic one way or the other. We tried hard to adjust to the new normal, grapple with a new disease, and, most importantly, follow the strict government rules to stay at home. Staying at home meant you could no longer commute to work, access critical work documents, no face-to-face interactions with colleagues.

The only solution left was to work from home or work remotely.

Companies that already had digital procedures in place found it easier to deal with remote work settings during this time, while others scrambled to implement an efficient digital process.

Though digital transformation was necessary before the pandemic, the crisis created a tipping point as companies had no other choice but to adopt digital strategies to stay in the competitive market.

Twillio, in their Covid-19 digital engagement report, conducted a survey that mentions that the covid-19 pandemic has sped up the digital transformation process by leaps and bounds.

The digital transformation has seen the rise of many different technologies to support remote work, but the one process that was the most underestimated was the need for a Document Management System.

What is a Document Management System? And why is it necessary?

A Document Management System entails tracking documents in various formats, including pdf, word files, paper documents, and emails, digitizing them, and storing them in a secure, centralized database that anyone can access anytime.

Employee productivity can suffer significantly in a remote work environment if document access and retrieval are time-consuming.

Document issues account for 21.3 percent of productivity loss, according to a global poll of workers and IT professionals conducted by IDC.
According to McKinsey analysis, employees spend 1.8 hours each day — or 9.3 hours per week on average — searching for and acquiring information. In effect, a person spends one day every week looking for the knowledge they need to execute their work and all of this searching leads to a considerable reduction in productivity.

Your document management system is your digital currency; your company’s ROI and revenues would suffer without it. If you lose your invoices, contracts, or bills or do not find them on time, your business operations will halt, and you will lose money, time, and effort.

Hence it is essential to invest in a good Document Management System that integrates into your work processes and stores your data in the cloud for easy accessibility.

What are the benefits of having a Cloud-based Document Management System (DMS)?

Easy to collaborate
While working remotely, most of the communication among colleagues is asynchronous, which can be detrimental when you need to access information faster.

But with a cloud-based DMS, all the documents are available in one single place, and they are easy to access by multiple internal employees at one go without any lag in the system.
Collaboration is so much easier and faster when all the documents are available on a single plane to remote workers worldwide.

Freedom from Infrastructure
Since the documents are housed on the cloud, you do not have to worry about the necessary infrastructure to set up the DMS.

The physical servers, integrations, and scaling of the servers up and down based on the incoming requests, maintenance, and security are entirely handled by your cloud service provider.

Centralized Storage

The unlimited storage and user access mean the DMS is accessible as a single source of truth, documents are updated in real-time, and changes and versions are readily available.

Most significantly, regardless of where they work, every employee can access this information simultaneously. To log in and access the DMS, all you need is a computer, an internet connection, and a web browser.

DMS provides Efficiency
Electronically storing the documents in a cloud-based DMS guarantees that documents are quickly created, accessible, shareable, available at the click of a button during searches, and completely secure.

Thus, increasing the employee and company efficiency.

Business continuity

An efficient DMS ensures business continuity; the pandemic saw the rise in DMS adoption since other manual forms of document management were just impossible to maintain due to offices shutting down, and any other digital process for maintaining documents proved to be cumbersome.

DMS ensured business continuity for most of the companies during the pandemic.

What is a good Document Management System?

According to’s survey report on Remote Work Frequency Before and After COVID-19 in the United States 2020, only 17 percent of US employees worked from home for five or more days per week before COVID, but the pandemic increased the percentage of people working for five or more days per week to 44 percent.
The rise in the percentage of remote workers and the need to access and retrieve documents at speed means you must have a good DMS in place.

Let us delve deeper and find out what makes a good DMS,

Easy to Integrate
Businesses use multiple applications to manage their data, and including another application to the stack for document management might be cumbersome, especially in a remote setting.

A DMS which integrates smoothly into the existing business applications such as Salesforce CRM, ERP, or electronic signature applications breaks the data siloes.

It provides a single point of access for documents from all the different content management systems. Documents are easier to search, and seamless integration enables easier adoption of the DMS into the business processes.

The rise in the digital workforce has resulted in collaborations at a rapid pace over online collaboration tools, information, and documents moving back and forth between the external and internal parties at a rapid pace.

In such a scenario, security plays a prominent role in ensuring smooth operations and business continuity.

A robust document management system must be GDPR compliant, give information on a single interface for easy document management, and control who can view the document and when.

An efficient DMS can seamlessly automate repetitive business processes such as scanning content from email, forwarding documents to your teams, indexing files automatically, performing document reviews and approvals, etc. Such automated workflows can speed up your work and eliminate errors.

A DMS must give managers and staff a clearer picture of project progress, prompt users to take action, and even approve documents more quickly via e-signature integration.

The right DMS can change the game for your business, and before choosing one, ask all the right questions.
  • What information do your employees need?
  • Where is the information stored currently?
  • Are the employees able to access this database remotely?
  • Is this database secure?
Choosing the suitable DMS based on your needs can make a world of difference.

Want to adopt the best document management software and solutions for your business? Arrange your free consultation with KCL Cloud and find out more!

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