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Digital Document Efficiency – Part 2

Electronic Document Management System
Searching for and retrieving documents can be very time consuming. A recent workforce study concluded that on average, 7.5% of all documents get lost and 3% of the remainder get misfiled. Well-planned and efficient movement of documents can significantly speed up business processes and enhance their quality.

A Document Management System plays a huge role in making all the tasks related to the management of documentation easier, faster and more efficient. A Document Management System, or DMS, as the name implies, is a system or software that allows the creating, storing, managing, indexing, protecting, and retrieving of digital documents. A DMS is a framework that facilitates the easy flow of critical information across the organization.

Benefits of a DMS include —

• Cleaning / organizing a digital mess
• Reducing reliance on paper
• Improving overall efficiency
• Maintaining a single point of access improving the safety and security of documents
• Allowing quick search and retrieval
• Reducing storage and supply costs
• Ensuring data is backed up improving disaster recovery process
• Improving regulatory compliance

A major advantage of having a DMS is the ease of access to information, as it provides a central location for all files, documents, weblinks, and other rich media. This centralization makes it extremely easy for team members, irrespective of their location, to access information from any device quickly.

A good DMS will include scheduled document maintenance routines, allowing users to schedule and automate record retention procedures. A DMS improves compliance with internal and external procedures and requirements, including meeting the strict security requirements of federal and state regulatory guidelines such as HIPPA mandates.

Spending a majority of time looking for documents, hard copy or electronically, takes time away from actually doing the work. With a DMS, documents are highly traceable and can be tracked within a range of criteria allowing for quick retrieval. Additionally, with digital archiving as a backup, paper documents are protected from fire and flood and other disasters.

Time is valuable, and time saved is a definite benefit of a DMS that often translates directly into increased productivity.

Technology is changing the face of business, and local government is no exception. The ability to maintain a lean and efficient workforce while meeting environmental sustainability goals is critical in today’s business environment. RGS employs these and other technology solutions to ensure efficiency and collaboration among our virtual workforce.

RGS offers support and services to integrate these and other technology solutions into your agency. To discuss how RGS can assist your agency’ adoption of new technologies for an increasingly virtual and digital environment, contact Chris Paxton at

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