Fahmida Ozair, CEO, SoftAge, discusses the virtues of implementing document management system in enterprises

Why should organizations implement a document management system (DMS)? Heightened data growth and the need to restore and data urged administrators to harness the alternates to traditional data-backups. Therefore, many government and private entities undertook relevant steps to counter such odds by implementing DMS (Document Management System) in business. This trend opened doors to various opportunities however, these were often fraught with high stake challenges. The most crucial challenge was to handle 100 years old, aged data. This data was evenly spread across different sources in various shapes and sizes in the form of physical files. Therefore, assembling such data, managing huge pilot and employee physical records, in-tune with regulatory compliance for government clients such as IAF/ONGC/ISRO, is certainly a challenge. What benefits does a CIO realize by deploying DMS? Document management leads to a paperless environment and a smooth workflow with quick and easy access to right information. It increases employee efficiency and helps them to meet their deadlines at a fair pace, eliminating the need to struggle for data from different sources. Organized data empowers CIOs to undertake market analysis in a best way, leading to speedy decisions in business. Moreover, it leverages employees to contact customers and prospects on-the-go and mine data with systems accessible in an infrastructure available from anywhere. Such real- time access to information helps organizations to find, acquire, analyze and extract data alongside secure data for future reference. DMS eliminates the need for an infrastructure, networking or a set-up and helps clients reduce their capital expenditure. Which are some of the large organizations that you have worked with? We have worked with some large clients such as ISRO, ONGC and IAF. At ONGC, we undertook compilation and digitalization of HR records and provided computer systems and manpower (a team of 25 people). The project continued for a year and covered ONGC