Document Management Systems are systems set up to store information for easy, quick, and secure access.

Document Management involves the process and procedures taken daily to capture, store, secure, and retrieve information.  A system set up for managing the documents via Cloud-based Storage or Document Management System (DMS) simplifies the entire process for easy, quick, and secure access to important documents stored electronically.

This article will explain five ways how both small and large businesses can benefit immensely just by transforming the system of managing documents:

Cost Efficiency

While many companies may opt for the traditional way of storing hard-copy documents, in the long run, this may be a waste of space, money, and time. Document Management System (DMS) makes it easier for businesses to store their scanned documents, as well as merge these documents with other imported digital files into a single hub or a SaaS cloud-based DMS server.  While unnecessary incur of expenses on equipment and materials like printers, copiers, fax machines, paper, and ink cartridges, deploying an electronic Document Management System only bears a minimal cost in comparison to manually managing physical records. Additionally, employees will be able to retrieve business-critical information within seconds and even without leaving the workstation.

Better Accessibility through File Sharing Feature

DMS enables file sharing, which allows an employee to access, share, collaborate and update the same records simultaneously with their colleagues, regardless of their location.  A user with granted access can also monitor and control document sharing and sharing of files through links, documents published on the web, or reports sent as password-protected files to third-party stakeholders.  Moreover, information on who has viewed or edited specific data or files can also be traced in identifying process errors and inefficiencies.

Seamless Integration and Rapid Deployment

DMS, such as Cloud-based SaaS only requires a simple web browser internet connection and minimal IT assistance to be deployed at the Client’s end.  While the upgrades and updates are also made available automatically, some DMS solutions can also be integrated with an existing application that allows seamless information to flow between diverse platforms.  In addition to saving time and effort, it also maintains the data integrity and accuracy of the documents.  DMS also supports email integration, which enables the direct sending of files or documents to customers, vendors, and stakeholders.

Regulatory Compliance and High Security

Data or document management in most industries require strict compliance and a rigid requirement for data confidentiality. Therefore, DMS solutions or systems would undergo a stringent auditing process to ensure compliance with regulatory mandates such as the Singapore Multi-Tier Cloud Security Standard (MTCS SS 584:2015).  A DMS safeguards confidential business information through rigorous security policies and only allows authorized users alone to view specific files or documents.

In cases of disasters like fire or flooding, DMS ensures your business-critical data are kept intact and serve as a reliable back-up for business continuity.

Environmental Sustainability

A DMS does more than automating the workflow processes by helping businesses to “Go Green” as part of being environmentally sustainable.  By replacing printing and manual filing with the scanning process, DMS and Cloud Storage reduce carbon footprints and eliminate wastage of paper to help preserve trees.  Being environmentally sustainable can also elevate business brand images and better return on investment (ROI).

Every type of business, be it small and medium enterprises (SMEs) or large organizations need to manage a huge amount of data or documents and make them available to employees and other stakeholders at the right time.  Choose a document management system now that will help you streamline the entire process and gain a competitive edge over your competitors.

Would You Like To Find Out More?

Contact RMA Infoworks now for more information on how Document Management Systems can optimize the fundamental aspect of every business in managing business-critical documents.

Drop us an email at or call +65 6298 7159.  Alternatively, you may visit us at our Corporate Address: 8 Kaki Bukit Avenue 1, #05-05/06/07/08, Singapore 417941.

About RMA

A multi-disciplinary group formed in 1988 with the main aim to provide value-added Resource Management and Advisory services to Clients to improve their competitive edge.

Headquartered in Singapore, RMA is a BPO company that engages in the provision of Business Process Outsourcing Services. Well supported by regional offices in Malaysia, Vietnam and Indonesia. RMA continues to grow its global network of strategic partnerships across China, Thailand, Australia and USA.

For more information about RMA, visit our website at

Media Contact

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8 Kaki Bukit Avenue 1
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