It’s no secret that the business world (and the world in general) is getting more connected all the time. Leveraging the latest technology is one of the best ways businesses can improve efficiency, cut costs, increase capacity, and improve competitive advantages. Document management systems (DMS) were originally developed to improve efficiencies and cut costs by decreasing the reliance on paper and how inefficient it is to store, search, and change. Obviously, DMS technology has improved over the decades to the point where they handle more than just typical office documents. Today, DMSs can handle videos, photos, audio as well as text data. Where will DMS technology go from here?
Through 2014, we expect DMS technology to increase focus on:
Cloud-based. The move toward the cloud has been going on for a few years now. Ever since Amazon created its Amazon Web Services in 2006, the push to put systems into the cloud has only increased. In most cases, cloud-based systems improve costs (no server hardware to buy and maintain), are more accessible, and improve collaboration. The downside is that by putting these systems and their data on the public Internet, the risk of security breaches increases. Now, by relinquishing control of the systems, companies are putting their data, and their customer’s data at risk. Which leads to…
Security. The past few years has seen an increasing number of computer system security breaches. The Target breach is only the latest. The last year alone has seen Adobe, Twitter, Facebook, LinkedIn, LivingSocial, Evernote, and the Federal Reserve Bank among the companies that were compromised. It’s a big deal and the industry is treating it as such. Many universities are creating computer and cyber security programs to fill the increased demand for experts in the field. Cloud DMS providers are taking necessary precautions and constantly improving their security to combat the ever evolving cyber attacks.
Mobile. The computing landscape changed dramatically in 2007 with Apple’s iPhone. It’s pretty obvious that mobile computing has exploded since then. In business today, it’s rare to see someone who doesn’t have a smartphone. So it’s no wonder that employees are increasingly looking to access their employer’s DMS from wherever they are. The addition of tablets to the mobile landscape makes this even more likely as the form factor is better suited to editing and collaborating.
DMSs are becoming (or have become, some may argue) an essential technology for businesses. Like other technologies, they provide a competitive advantage by reducing costs, improving efficiency, etc. Also, like other technologies, they constantly evolve and it’s important to know what to expect in order to maximize the utility and advantages to the business.