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Why is Document Management System (DMS) Important?

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Mewurk Technologies
Why is Document Management System (DMS) Important?

It’s common for organizations to focus only on core features such as attendance, leave, and shift management when selecting a workforce management system. However, an often-overlooked aspect that can significantly impact your employee management’s efficiency and compliance is file/document management.

Every step from onboarding to offboarding must be documented and kept confidential and secure. For this, a robust online document management system is inevitable. Besides letting you easily store, organise, and access critical documents, document management software ensures that sensitive information remains secure and confidential and that they are easily retrievable for your team whenever needed. This blog helps you understand:

  •  Advantages of an Effective Document Management System
  • Essential Features of a Good Document Management System
  •  Critical Documents to Manage in Your System
  •  Risks of Operating Without a Robust Document Management System

Why a Strong Document Management System Matters in Workforce Management?

When it comes to employee management, documents are crucial. From the initial interview invitation to the final relieving letter and subsequent experience certificates, employees are connected to the organization through a series of essential documents. These documents cannot be misplaced or lost. HR document management software simplifies this process by effectively organizing documents and ensuring strict confidentiality.

Advantages of an Effective Document Management System

Quick access to all your documents:

When all your employee and company-related documents are stored in a centralized hub, accessing them becomes quick and easy for you and any stakeholders you grant access to.

For example, if your manager requests an employee’s assessment report, the typical process might involve searching through a physical drawer or locating the file on your computer, then attaching it to an email to send.

Even if the file is stored in the cloud, like Google Drive, it still requires extra steps. However, with document management system software, your manager wouldn’t need to ask for the document at all—they could directly retrieve it from the system anytime, anywhere.

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