A computerised document management system (DMS) is a system used to track, manage and store digital documents. Many small businesses use Windows Explorer. But Explorer has its limitations, which show up as soon as more than one person needs to access the same set of files. As your business grows, the number of files increases and you might bring in new staff. Your staff may also need to work with a range of file types – word processing, spreadsheets, images, scans, photos, web pages, email and so on.

As complexity increases, you need to be sure that your systems are efficient, streamlined and easy-to-use. How you manage this has direct consequences for client satisfaction, staff efficiency and wellbeing. Not to mention business productivity.

Here’s a list of six questions to help you decide whether it’s time to consider a document management system to support the growth of your business.

    • Have you noticed that, despite clear guidelines, your staff tend to develop slightly different online filing methods?
      YES | NO
    • Do your staff waste time searching for a document or deciding where to file a document?
      YES | NO
    • Do your staff lose time requesting and then waiting for access to confidential files?
      YES | NO
    • Do your staff sometimes accidentally refer to an outdated version of a file?
      YES | NO
    • Would you like your staff to be able to see each other’s email correspondence with clients?
      YES | NO
  • Do your staff need easy access to a range of document types for each client (such as Word, PowerPoint, Excel, PDF, drawing files, web pages and so on)?
    YES | NO

If you answered ‘YES’ to one or more of these questions, it’s likely your business would benefit from a document management solution. Each question represents lost time, error, inefficiencies and frustration for both your staff and your clients. These are not the characteristics of a thriving business.

Contact CNAE to find out more about document management solutions – and how we offer much more than a mere technical solution. CNAE goes further by playing a crucial role in your business development strategy.

To find out more about document management systems, contact John: jd@cnae.com.au | 0438 113 358 | (07) 5436 9777.