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If you’re having trouble keeping track of growing volumes of documents – from customer contracts to employee records – within your organization, then it might be time for you to invest in a document management system (DMS). A DMS can help reduce clutter, improve organizational efficiency, and increase security. Keep reading for five tell-tale signs it’s time for a document management system—one that will help drive operational efficiency across the board.

1. Document Disarray: Often spending excessive time searching for documents or frequently misplacing important files suggests the need for a document management system. Having a centralized system will help organize and easily locate documents.

2. Collaboration Challenges: Difficulties in sharing and collaborating on documents can be resolved by implementing a document management system. It allows multiple users to access and edit documents simultaneously, improving productivity and reducing version control issues.

3. Security Concerns: Worries about document security, such as unauthorized access or accidental deletion, can be addressed with a document management system that provides enhanced security features. It enables setting user permissions, tracking document history, and implementing encryption protocols.

4. Compliance Complications: Organizations needing to adhere to compliance requirements like GDPR, HIPAA, or ISO standards can benefit from a document management system. It simplifies compliance processes, document audits, retention policies, and automates compliance procedures.

5. Storage Limitations: If current storage solutions are reaching their capacity, a document management system with scalable storage options can be considered. It allows storing and managing large volumes of documents without physical space constraints.

6. Inefficient Workflows: Repetitive manual tasks, delays, or bottlenecks indicate the need for a document management system that can automate and optimize workflows. It streamlines approval workflows, automates notifications, and enhances overall efficiency.

If the growing volumes of documents in your organization are becoming difficult to manage, it’s a clear sign that a document management system could be a transformative solution. By centralizing document storage, enhancing collaboration, fortifying security, streamlining compliance efforts, expanding storage options, and optimizing workflows, a DMS empowers your organization with the tools needed to thrive in today’s dynamic business landscape. 

About Logista Solutions

Logista Solutions is a nationally recognized leader in a broad range of technology management solutions. As one of the largest technology support providers in the U.S., Logista provides innovative and holistic solutions to help companies take control of their IT infrastructure and achieve better business outcomes. Popular services include Managed IT as a Service, VoIP and Unified Communications, Managed Print, Cloud Services and Asset Disposition.