5 Indicators You Require a Document Management System Today

Introduction 

All businesses deal with a high volume of documents – bills, invoices, purchase records, reports, and client documents. Initially, it’s manageable to store those documents in folders, maybe even in emails. But, as your business grows, so does the challenge of managing and finding documentation. 

You’ll start spending more time trying to find documentation than actually working on it. That’s when you will recognize that you need a powerful Document Management System (DMS).  

In this blog, you will learn why use a Document Management System and five warning signs you are ready to stop working manually and shift into a digital world for documentation management. 

1. Too Much Time is Being Wasted Looking for Files  

• If your team spends minutes or hours looking for one document, this is a clear warning.  

• Paper documents, folders on your desktop, and random drives make finding files slow and painful. 

With My eOffice DMS : 

1. You can organize all files by organization, financial year, group, or client.  
2. With the smart search, you can find any document in a few seconds.  
3. You will be able to find a file anywhere, anytime on any device. 

Result : 

No file is lost, no hours wasted, just quick access and organized files. 

2. You Are Still Sharing Documents via Email or WhatsApp 

• Most small businesses are now sharing files via email or WhatsApphare the files. Sharing files is easy, but risk has become real. 

• Folders get junked with lost and older versions remain in chats; and the chances of security breaches are higher than ever. 

With My eOffice DMS : 

1. You can now tile share documents safely via secure links from the application or even via the application itself.  
2. There will be full documentation of every file for version control and you will even be able to share on WhatsApp or email without losing more organization. 

 Result:  

You are now more connected than ever and your files are secure, no more threads and lost attachments. 

3. Approvals Take Much Too Long 

• When a file sits for a signature or is awaiting review, it brings your workflow to a halt. 
• When you call or email to follow up, it can unnecessarily delay the process. 

With My eOffice DMS: 

1. Create custom workflows for automatic document approvals.  
2. Send reminders, track the file, and send the next user notifications automatically. 

Result:  

Approvals take away up to 3x less time, projects stay on schedule, and communication across departments improves. 

4. Everybody Has Access to Everything 

• With every one accessing the same drive, you cannot restrict folder access.  
• Files that are sensitive can be opened or edited in error. 

With My eOffice DMS : 

1. You can restrict user roles and permissions.  
2. You are able to totally restrict the ability to look at, edit, or share various documents.  
3. You can be sure that your data is not compromised with role–based access and audit trails. 

Result :  

Total document security and accountability for every user. 

5. Your Documents are not Backed Up Properly 

• Local drives or laptops are unreliable. 
• A crash, virus or human error can wipe months of work. 

With My eOffice DMS:  

1. Documents are all stored on secure cloud servers with automatic back up.
2. Even if your laptop is lost, documents are always safe and retrievable.
3. Your data is encrypted for complete protection.

Result:   

You know every document is backed up and recoverable. 

Bonus Indicator: You Want Flexibility in Your Work Location  

If your team works remotely or travels regularly, you need access to files, when you need to have access to files.

With My eOffice Mobile App:  

• You can upload documents, view documents, and share documents from your phone.  
• You can send documents via WhatsApp or email, directly from the app. 
•  Essentially, your office is now in your pocket!

Result:

Stay productive and connected – whether you’re in the office, at home, or on the go. 

The Benefits of a Document Management System 

A Document Management System is a lot more than merely storing files – it is your digital assistant to keeping your office operating seamlessly. 

Here are the benefits of having a Document Management System for your business:   

• Automated approval workflows  
•  A place to organize all your files
• Hours of manual work saved  
• Keep your information safe  
• Ability to work remotely and/or to interact with documents from your phone.

At My eOffice DMS we have all this is one easy solution specifically built for businesses like yours

Final thoughts 

If you‘re experiencing any of these signs – file loss, slow approvals, or chaotic storage – it‘s time to take action.  

Implementing a modern Document Management System is the simplest way to save time, eliminate chaos, and protect your data.  

Managing your documents is simple with My eOffice: 

✅ Organized.  

✅ Accessible.  

✅ Secure. 

Are you excited to try it out for yourself?  

Book Your Free Demo to see how My eOffice can streamline your document management within your day today!