How to Use Document Management Systems to Create a Digital Workplace

Modernizing the workplace is an essential part of keeping a business competitive, lean, and prosperous. One of the most effective and easy ways to initiate this process is through the implementation of document management systems.

A document management system is a modernized means of handling physical, paper documents in order to boost productivity, leanness, and convenience.

In the workplace, these systems can be applied to not only maximize how individuals work, but to also bring the space into the 21st century—a digital medium.

Below, we’ll be discussing how a document management system can be used to create a successful digital workplace in numerous environments.

#1 – The Cloud

Cloud storage for document management system

One of the most effective tools used by businesses today is the cloud. Essentially, the cloud is an off-site storage of information.

On a deeper level, clouds allow individuals to transfer information into a remote, secondary location that is connected through the internet and thus allows one to access the information from virtually anywhere.

The result is a massive increase in productivity, efficiency, and convenience, not unlike what was seen with OCR software technology. As far as digital workplaces are concerned, the cloud is one of the most important hallmarks of this business era.

The ensuing benefits are undeniable, though the key is that having access for employees to the cloud will generate a number of digital advantages that competitors may be lacking.

Once connected to the cloud, workers will be able to access information remotely. This is a cornerstone of the digital age, but is enhanced and taken to an entirely new level with the cloud.

Effectively, work no longer has to end when an employee “clocks out” and goes home. Numerous internal documents ranging from collaborative projects to essential documents can be access at any time, from anywhere.

To be clear, this does not in any way imply a lack of security for said documents. To the contrary, clouds are considered just as secure as traditional methods of storage and information transfer. However, this does not negate the possibility for breaches which can happen in a variety of contexts.

From a digital perspective, the ability to access critical information from anywhere at any time cannot be overstated.

#2 – Collaboration

Online collaboration tools

Today, online meeting, interviews, and collaborative projects are becoming increasingly popular. There are various companies dedicated to providing services that connect individuals remotely to each other so they can stay productive no matter what conditions get in the way.

Collaboration is, in many ways, part of the engine that keeps workers efficient and companies thriving. In consideration of this, there are a number of ways in which the digital space benefits and exceeds expectations, especially when it comes to organizational practices.

However, when one person is on a business trip overseas, or another has to stay home for the week to care for their pregnant wife, there are situations where a digital, remote solution could change everything for the better.

Document management systems can be integrated into a workplace in such a way as to boost collaboration.

The best example of this would be the storing of paper documents in a digital format and kept in a database of some kind so they can be access remotely, and then even unified for specific meetings and collaborations among workers.

Services like Dropbox, for example, allow for the sharing of documents between people, which can then be seen, presented, and/or analyzed in ways physical, paper documents never could be.

If, for instance, a design company has created a new set of floor plans for a home, and the team needs to call a meeting to determine an important step in the design, a workplace integrated with document management systems can benefit greatly.

First, the team will be able to access the latest design changes through a cloud service or file sharing features (including emails). Second, they can meet virtually online through a service that hosts meetings (even Skype can work in some cases). Lastly, the unified outcome is a document management system that allows for the remote sharing of documents which can then be collaborated on by any involved.

The digitization of the workplace through document management systems cannot be overstated as a means of taking an organization to an entirely new level. From here, the conditions in place have widespread applications and, in most regards, are only limited by personal preference.

Take, for example, the use of “plugins” or “apps” which are highly-customized and specified for specific uses. There are digital “plugins” for websites that allow workers of a company to download an app to their phone, which then notifies them when a customer is on the website and requesting assistance.

Document management systems can help keep all parties involved more connected with essential information so that company services are better delivered to customers.

#3 – Speech Recognition

Speech recognition tech

As a burgeoning new field of digital technology, speech recognition has real world implications and applications to document management systems.

From Alexa to Siri, the tools created to help enhance human life are constantly being innovated and developed—and often find uses in the workplace.

The crossroads between document management systems and speech recognition technologies cannot be overlooked. At its core, the benefits of integrating them into each other are clear: voice command technology will have a critical role in the 21st century working environment.

A simple example would be a modernized medical space, where nurses can use speech-recognition technology to pull of critical information about a patient. This uber-digital technology merges directly with document management as there needs to be a bridge between words spoken, the speech software, and the digitally-stored documents.

While the process of transitioning from physical paper to digital documents was challenging enough during its origins, bridging the gap between digital documents and speech recognition is essential. It is not simply a luxury of modern home living to be able to speak a command and receive an answer from Alexa or Siri.

Instead, this technology has applications and features that stretch far beyond personal luxury. Document management, effectively hybridized with speech recognition, can boost a workplace into a digital competitive advantage.

Employees can work more efficiently if, while using their hands to complete tasks, can use their voices to pull of important and relevant information on a computer, which is not unlike OCR software. The level of multitasking that can be unlocked through speech recognition technologies is a burgeoning field of possibilities and represents a key aspect of a digital workplace.

Businessman using document management systems


Organizations and companies are constantly seeking and innovating for the best ways to stay efficient and competitive. While document management systems have historically placed an emphasis on maintaining accuracy and security, the effects of it towards benefiting operations cannot be denied.

Within this, a digitized workplace can be aided greatly since document management, as a whole, is a process steeped in the digital realm and has always focused on improving functionality and convenience. Naturally, where there are shortcomings in the digital space, differing advances can be created to boost efficiency and innovation in ways originally thought improbable.

From the cloud, to the collaborative processes, and even to speech recognition technologies, document management systems can take workplaces into a beneficial digital space.