Top 5 Use-cases of the Document Management System

by Nikita Pandey 

DMS as a tool

DMS is a web-based software that transforms a paper-intensive enterprise into a digital paperless organization. The system helps in storing, tracking, retrieving and managing documents on cloud or on in-house servers while having centralized access. Everything is available on the central repository. Anyone and everyone with permission can access a file irrespective of where they are.

Top five widely-used usecases of the Document Management system

HR Document Management

From managing resumes to application forms to compensating an insurance claim for an employee, Human Resource procedures are generally marred with challenges, forcing the professionals from the department to scratch their heads in either introspection or retrospection. Having it all on paper makes it even discomforting.

Talking about a DMS with multiverse features, we have one that fits the bill more suitably than any other solution in the reckoning - Greenbox. With the solution being one of the most conventional in the scene, there are qualities it comes with that makes it a modern-day maverick for the Human Resource department. Greenbox, not only helps you track, store, modify, share and manage documents in a go, it also provides a clear flow of the operations letting concerned people in the organization know of their routine tasks.

Greenbox understands how document-intensive and document-sensitive the HR department is. It serves as a repository for every document-driven data that holds any and every information about the employees, their pay packages, offer letters, bonds and agreements, and other confidential documents. Every employee-related data is secure and protected in the central digital repository as strict permissions can be imposed on users in order to allow them access to only permitted documents. Audit trails and reports constantly monitor every activity in the system and can easily track if any user has accessed any document. It also tracks down every task that is performed by any user. A digital record sheet is automatically updated with every step. Greenbox is a utility tool that makes the operation within the company time and cost-efficient.

Accounts Payable Document Management

There is a lot that depends on an organization’s reputation. Your suppliers and vendors are as important as your customers if not more. Payment practices indicate how strong or weak your relationship with your suppliers is. However, various reasons might result in inadvertent delay of payment despite having sufficient funds in the account. One of the main reasons that lead an organization into a predicament like this is a negligent invoice work.

Industry surveys reveal that more than 80% of invoice works are carried out on paper. These invoices are circulated manually across departments for approvals, resulting in a loss of time. If the payment deadlines exceed the promised date, it might also result in damaged reputation and distrust.

With Greenbox’s DMS for accounts, automated account workflow can be generated, which further creates a payment pattern through which the flow of invoices are routed and reaches a concerned authority for the approval. The process efficiently saves plenty of time while providing a clear view of the workflow.

Once the invoice is generated, it can be routed through an approval workflow. The invoices are stored in the digital central repository so that it can be kept track of and shared when required. The invoice number, payment amount etc. can be added to the form fields and retrieved as a report or exported in the csv format. Payment reminders can be set for the team members to take action on the scheduled date.

Document Centric Review and Approval Process

From HR documents to purchase order to Invoice generation, every task requires an approval workflow. Most traditional processes include information handouts and random interaction between different people in different departments at different levels resulting in inconsistency, unproductivity, and even data mishandlings. To be able to counter such a predicament, the company needs to have more mechanized systems and procedural rules. This is where the Document Management System for review and approval comes into use.

Once the workflow begins, each participant in the process would be notified via email about the task they’ve been assigned. The status of the workflow can be monitored by the users and the participants in the task. The workflow engine streamlines the review and approval process. Requester initiates the document approval. The document is sent to a reviewer or an approver. They can approve or reject the document or share their feedback. More stages can be added based on the requirement of the workflow.

Contract management

There are complex forms of contracts that organizations across the world either require or demand in order to carry out their businesses and other corporate practices. Mishandlings of such contracts can give employees sleepless nights. The chances of mishandlings become even more when managed by manual means. On the other hand, the chances of mishandling are slim or none when managed with the Document Management System.

Managing and maintaining the contract and compliance documents electronically is a time-efficient practice. Due its centralized operative feature, the Greenbox DMS can ensure that everyone is in sync with the current version of the document. Notification preferences can be personalised. This would give users the option for getting notified only for the document they are required to be notified of.

The process is a cost and time-saving affair as it doesn’t require any manual efforts and every change or versioning of the document keeps the user in the loop so he can mend his ways according to the requirement of the process. System eliminates unnecessary efforts and establishes a review and approval process that just takes minutes for execution.

Online Document Storage

Today most enterprises opt for online storage that has proven to be the most suitable option for storing data online. Before the cloud era erupted, most companies were majorly dependent on their in-house servers for storing their ever-growing collection of data and files. However, with the arrival of the cloud, storing of data has become significantly convenient. Since cloud services are scalable, you can increase or decrease the storage on a single click and pay only for what you use. Cloud storage allows user to have a powerful backup against any disaster so the document is retrieved and recovered safely. The stored files can easily be accessed from anywhere making the data accessible 24x7x365.