At the simplest level – all users who have a PC who set up folders into which they store word docs, PDFs, PowerPoint presentations, excel spreadsheets etc. are in actual fact generating a basic document folder structure to enable them to effortlessly store, retrieve and delete document content. The difference between this type of document management and that provided by DMS vendors is in fact the scale of what is being managed.

DMS benefits can be distinguished into two main types; Tangible and Intangible .Intangible benefits are the things that are difficult to measure and attribute to the use of a DMS, but are nevertheless known benefits that occur indirectly through the implementation of a DMS. The Tangible benefits would include the following.

• Concise Storage
  Scanning documents and integrating them into a document management system can greatly reduce the amount of prime storage space required by paper. It also allows any documents that still have to be stored as paper to be stored in less expensive locations.

• Document Security
  Many DMS solutions allow access to documents to be controlled at the folder and/or document level for different groups and individuals. A DMS also provides an audit trail of who viewed an item, when or who modified an item and when, which is difficult to maintain with paper or microfilm based systems. A DMS also removes the possibility of having confidential material or trade secrets lying around unattended in an office.

• Faster Search
  Where different versions of a document need to be maintained (as in the case of product specifications) it’s essential to clearly identify the latest version, including the sequence of all the different versions in existence. A good DMS can eliminate the chaos that can otherwise result when attempting to locate a particular version. Document Management Systems can retrieve files by any word or phrase in the document – known as full text search. It can also apply single or multiple taxonomies or categorizations to a document of folder that allow documents to be classified and stored in more than one way from a single instance something which is not possible with paper or microfilm.

• Improving Workflow
  Several persons with different roles (such as creation, review, approval, and dispatch) will have to reference the document before it completes its intended purpose. Well-planned and efficient movement of documents can significantly speed up business processes and enhance their quality.

• Data Sharing
  New or changed documentation can be ‘pushed’ to employees and no it longer relies on ‘hallway conversations’ or ’round robin’ emails. The locality of information is not locked away in the ‘heads’ of specific individuals and can be easily shared across departments and physical locations increasing the value of that information to the organization. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper.
• Disaster Recovery
  A DMS provides an easy way to back-up documents for offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, vandalism, theft and other ‘Acts of God’.
• Quick Retrieval
  Within a DMS, imaged documents remain centrally stored when being viewed, so none are lost or misplaced. New documents are less likely to be incorrectly filed and even if incorrectly stored can be quickly and easily found and moved via the full-text searching mechanisms. One can retrieve a particular document from the typically large volume of business documents with a sound DMS is in place.

• Digital Archiving
  Keeping archival versions of documents in a document management system helps protect paper documents, that still have to be retained, from over-handling and keeps electronic documents in a non-proprietary and native format, such as Microsoft Word or Excel.

• Improved Regulatory Compliance
  The benefit here is one of avoiding trouble, which can be serious enough to shut down the business. Government regulations require maintenance of different kinds of data and documents, and the requirements are often very complex. A good DMS will help ensure compliance with the rules, using such means as checklists, standard forms, and automatic organization.

• Better Cash Flow
  Managing the sizable volume of documents generated in the course of business is expensive. Even in an electronic system, you need computers, storage media, and system-administration staff. Good document management systems can reduce these costs by meeting all document-related requirements (outlined above) in a well-planned.

• Paperless facts
  If businesses cut paper usage by 10 percent it could prevent as much as 1.6 million tons of greenhouse gasses, or the equivalent of taking 280,000 vehicles off the road.

Conclusion:
You’ll need to develop your own system for managing electronic files. Here are a few suggestions:

• Create an online filing system as you would for paper in a filing cabinet. Use file and document names that will be easy to find and remember.
• Use the “print to file” option to save electronic documents from outside, like e-mails or online statements, to their correct electronic files.
• Back up your files regularly, probably at least weekly, to a CD or USB flash drive.
• Make a master list of file folders that you can refer to.
• End the year by reviewing your files. Trash any that you no longer need, move files that are going to storage (like the year’s invoices) to a CD and set up new files for the new year.