Benefits Your Marketing Team Gains From Using a Document Management System

by | Nov 19, 2020 | Business and Marketing Strategy, Content Marketing, Insights

(This Post is Written by a Guest Author)

What is a document management system?

A document management system is a system that is used for receiving, storing, sharing, managing and tracking data to reduce the use of paper.

In other words, a document management system is a software system that is used for tracking, managing and storing electronic images and documents captured through a document scanner and those created by digital computer programs.

A good document management system helps with speeding up workflow, improving accuracy, organizing our data and files, keeping track of versions and providing access to the document from any part of the world.

The document management system also eases the retrieval process, improves regulatory compliances, reduces storage space and enhances security.

In this article, we will discuss how marketing teams benefit from using a document management system.

But first, let’s look at how a document management system works and how businesses benefit from implementing this technology.

Document Capturing

The most important work of a document management system is to capture the paper document through a document scanner or from a digital program and save it for later use and access.

Indexing makes it easier for your team to find documents later. It is a way for classifying a document by adding terms to the metadata of documents, like order numbers or customer numbers.

Document capturing can be done for emails, hard copies, paper, digital other external applications.

Document Retrieving

The search features enable users to have access to retrieve any document on any keyword search through the document management system.

This is the result of using the index, and it ensures the proper retrieving of documents and makes the whole process quicker and easier.

Document Distribution

Document distribution is the key component of the document management system.

It is the only way to send documents electronically to customers, vendors, etc. It also can send documents through emails and FTPs.

Document Securing

The document management system provides security in two ways. First, it incorporates version control which gives access to check what changes have been made and when.

Second, it lets people access documents with permission, which means, you can check who accesses the documents and when.

Document Information Availability

Older files can be retrieved from the archives and can be given access at any time by the document management system, though it needs reliable text recognition and full-text research to ensure this. All unstructured and structured information is available in DMS.

Managing Workflow

Employees are given access to the data system even if they are not in the process. Documents can be accessed through links.

You need to have your files be accessible, but you also have to ensure there is a proper workflow,

The document management system protects, retrieves, manages and traces your files to help your business grow. It has a positive impact on the marketing team of a business too, because the marketing team relies on appropriate documentation. And marketing team members can get benefits from a document management system. We will discuss how.

How does a document management system help your marketing team?

Access to Wide Varieties of Pieces

The marketing team of any company has to access a wide variety of files that include collateral pieces, proposals, presentations, graphics and ROI sheets.

It’s often not easy for teams to find the content and vital information they need for their projects.

If your team has better access to a document management system, it will be easy for them to find the material they need, which will improve their efficiency.

Effective Document Organization

With a document management system, businesses can organize their content in an orderly and effective manner.

In other words, shared folders are often not an effective solution, since they don’t allow one person to gain access to content or manage multiple versions quickly. This ends up wasting a lot of time.

With the help of a document management system, marketing can get the benefit of an effective document organization and more easily source the content they need.

Efficient Sharing and Distribution

Whether sharing across your marketing team or making sales collateral available to your sales representatives, a document management system helps smooth out your processes and make collaboration across departments easier.

Making documents visible and using those in collaboration will result in better and more efficient output.

Better Teamwork

Developing advertising materials and marketing strategies takes a lot of effort and teamwork, which involves collaboration among team members.

It becomes a difficult process when various documents have to move among your team – quickly. And it becomes difficult for your team to keep track of everything flying around.

The document management system integrates the whole process & makes it easier for the team to work more effectively using DMS.

Managing Approval Process

Making a workflow format within the team makes it easier for the on-time approval process to make your marketing and business efforts a success.

One of the key components of producing great marketing content is to ensure that the collaboration results in an approved document and that those documents are available to the right people at the right time – easily. The document management system makes it easier than the old school methods.

Digitizing paper records seems like huge work but a document management system not only makes it manageable but also improves the way businesses  operate by giving them time to focus on more weak areas of the businesses.

We highly recommend your company focuses on creating a document management system and identifying the information management goals to meet technological needs to optimize your business goals by maximizing profit.

Guest Author Bio

Deepanshu Jain is a professional digital marketer with over half of decade experience, helping brands & individuals to generate more revenue and helping people in establishing their brand name online.

If you’re interested in learning more about our marketing strategy services, please contact us at: or call 717-556-1054.

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