Document Management System Part Two

Advantages of using a DMS

In our previous article, we discussed what is a DMS and what can it do to most companies. Now that we have a general idea about DMS, let’s take a look at its other benefits. Modern companies understand the importance of having the greatest number of technological solutions to streamline their processes under the highest security standards. Let’s review some of its main advantages below.

Document traceability

A DMS is a tool that supports and facilitates work processes, regardless of the formats in which each member of the organization works. Likewise, this system allows monitoring from the creation of a file through editing in which different people intervene until its storage or deletion.

In short, all the traceability of a document is made accessible thanks to the DMS, which guarantees transparency in the work and allows monitoring of tasks, facilitating the observation of changes, editions, or deletions of content. Even the DMS can be programmed to automatically inform the changes made to a document, alerting all those who are participating in it, either as editors or simply as readers. 

Quick access to files and greater efficiency 

Workflow is a complex process, so one of the main advantages that a DMS brings to the organization is fluidity. Many times an invoice payable must go through an extensive approval process that includes bids, quotes, comparative documents, counteroffers, and purchase orders until it reaches the person in charge of approving the document and authorizing its payment. In this sense, a document management system can be integrated with other modules that raise an alert if the amount entered exceeds the authorized value for a certain item or to notify if there are related processes to proceed with payment. 

Real-time version control

Another key advantage that a DMS provides is easy access to track and control the different versions of the document until it reaches its final version. For example, in the case of writing a technical file, what is communicated is specific and precise information, usually requires the validation of several experts. This type of situation can involve a series of steps and people who have interference in the content, so a DMS becomes the ideal ally by allowing access to an extensive and useful history of the document. 

Document security and backup

Finally, who hasn’t happened to – by mistake – delete an important file from your work ecosystem? With a DMS, retrieving a document can be much simpler than it sounds. Gone are the times when we had to review disk by disk where we had a backup copy of that important work in which we had invested valuable hours, days, or weeks. Thanks to technology, today a few keywords are enough to do a search in the system that, in a few seconds, will return a list of documents that match the terms that we enter to do the search.

Odoo: DMS Reinvented

Now let’s take a look at the specific features of Odoo Documents module. With this module, managing your documents such as contracts, vendor bills, invoices, product sheets, and many more has never been easier.