What can a DMS do for your business? Find out which industries are benefiting from electronic document management systems and their reasons for implementing them. A DMS will help your company: • Organize and control your files • Secure your files • Reduce costs • Plan for disaster • Access your files from anywhere • Save office space • And more! Use these resources to discover more benefits of using a DMS. Why the Modern Business Needs a Reliable Document Management System https://www.recordnations.com/2017/06/business-document-management-system/ Document Management System (DMS) Buyers Guide https://www.recordnations.com/articles/dms-buyers-guide/ How to Implement an Electronic DMS With Your Existing Systems https://www.recordnations.com/articles/implement-electronic-dms-existing-systems/

1. DOCUMENT
MANAGEMENT
SYSTEMS
WHY DMS SOFTWARE IS
WORTH THE INVESTMENT

2. What Is
Document
Management
System Software?
In the 1980s, software systems
to manage paper-based
documents began to develop
Later a second type of system was
developed to manage electronic
computer files
These document management systems
enabled organizations to capture faxes and
forms, to save copies of files as images, and to store the
image files in a database for security and quick retrieval

3. What to
Look for
In a DMS
○ The ability to store electronic records and access them quickly
○ Access control to a user level
○ A simple system for adding or scanning in new documents and files
○ Integration with other existing company software packages
○ Version control with access logs
○ Easy to use and maintain backup solutions
Here are some of the main features that we recommend
(and should be included) with your DMS
Beyond basics, a DMS can come with additional features
○ Conversion of images to text or optical character recognition (OCR)
○ Conversion and integration of multiple file formats
○ Website portals
○ Improved search capabilities

4. Cost to
Implement
DMS Software
During implementing,
your old paper files need to
be scanned into the system
Since most file inventories are
too large for self-scanning,
scanning services are available and
run at around only 9–12 cents per page

5. Who Is a
DMS Ideal
For?
GOVERNMENT
Security is a
top priority within
government
To protect
confidential files
DMS systems
provide access
controls, file
redaction, and
encryption
LEGAL
Accessibility is
crucial to law firms
when cases take
them on the go
File searchability
with OCR and
remote access helps
legal professionals
manage their
countless case files
HEALTHCARE
EHR web portals
are now common
for patient–doctor
communications
Systems allow easy
patient charting,
and providers are
given incentives
via meaningful use
laws

6. How the American
Recovery & Reinvestment
Act Rewards Using EHR Systems
As one of a DMS’s many benefits, ARRA rewarded medical providers with
financial incentives for adopting an EHR, and for implementing before Oct 1,
2017, CMS offers a one-time significant hardship exception for the Medicare
incentive program

7. How Using
DMS Software
Benefits Business
○ Version control & management
○ Quick retrieval & remote access
○ Disaster recovery using system backups
○ Freed up valuable space
○ Simplify legal compliance with retention period
tracking & fast retrieval for discovery laws
○ Improve organization and create searchable &
editable files with indexing & OCR software
○ Boost security with encryption and access
control settings

8. Fast Retrieval
with Indexing
& OCR Then files are
indexed & organized
as they’re added to
the DMS
Finally optical
character recognition
(OCR) is used so the
file can be searched
& edited
First your documents
are scanned to
electronic format

9. Disaster
Recovery &
Protection Files in a DMS can be
backed up as frequently
as every hour—providing an
immediate fallback if need be.
A DMS serves as an automatic
insurance policy against data loss
and theft, and the best part is it’s built
right into the system—no need for extra
services to store backup copies offsite.

10. Easy & Remote Access to Files
Your office
Electronic document
management system
software allows remote
worker access on the go
Beside long distance, the
easy accessibility in-office
also means your daily
workflow improves as well

11. Cutting the Cost of Labor
A DMS helps to reduce labor costs in a few ways. Not only does it make
retrieving documents faster and easier for employees—it avoids
needing to pay for a separate file manager as well
Time
$
Money
No need to keep paying
record managers
Saving time means
saving money

12. File Security
and Theft
Protection DMS systems provide
file encryption—helping
to prevent data theft
even if it’s physically stolen.
Likewise, the internal access
controls you can set also eliminates
risks for inside theft by employees.

13. Save Your
Office Space

14. You make
changes to your
document
Version
Control &
Management The file is
automatically
updated to
prevent duplicate
copies
The updated file
can be edited
more and also
reverted to old
versions

15. Simplify
Managing Legal
Compliance
Typically important files are
regulated by retention laws.
With a DMS, retention periods
can be automatically tracked
to notify you when they expire.
The ease of retrieval with a DMS
can also come in handy for
discovery laws should you ever
face lawsuit as well.

16. Ready to Make Managing Your
Files More Efficient?
Find a DMS And EHR Software System that Suits Your Storage
Needs When You Visit Us at Record Nations Today!