Advantages of using a document management software

10 of April, 2025

Most of the business fabric nowadays has to deal with a lot of documents on a daily basis. In fact, many of these documents must be presented in different formats such as digitalized files, email messages or even physical documents. This is where the importance and advantages of document management software becomes evident. We will discuss the benefits and advantages surrounding this efficient digital tool

Today, thanks to the advances of the digital era, we can find various types of document managers in the market. Here, we will show their advantages and tips to incorporate one into your business.

What is document management software?

A document management system is, basically, a software for storage, systematization and retrieval of a company’s documents. When we talk about documents, we refer to: technical sheets, purchase invoices, income documents, delivery slips, contracts, expense documents, among many other.

Document management contemplates a series of difficulties among which we should highlight some:

• Difficult organization (in case there is no pre-established method).
• The time invested in registering each of the documents if adequate order is not maintained.
• The incompatibility of different formats: Word, Excel, PDF, etc.

In short, carrying out an effective organization of the documentation avoids lacking a defined filing procedure as this will greatly complicate the recovery of the same. This situation would result in loss of information and could also jeopardize the integrity of the company.

Main objectives

• Recording.
• Organizing.
• Classifying.
• Storing.
• Facilitating the search.
• Providing technical means to share them.
• Reserving and protecting them from any intruder.

These software don’t only allow us to achieve the primary objectives already mentioned. We could also ensure what in archival science is known as documentary patrimony, which is the set of documents that form part of the essential archive for the success of our company.

There are a set of standards that give complete validity to a digitized document just like a physical document. This is why even accounting systems are betting on document digitization. This crucial need occurs because over time, companies become full of documents. This also happens because document management strategies are not implemented, such as organization, classification, etc.

Advantages of document management software

1. Better control and organization. Document management through software offers greater control over the direction of the company. It allows for better distribution of the process flow, since each document has a unique identifier.
2. Increased profitability. It reduces costs in hiring staff, as a software can carry out the tasks of identification, storage, sending and verification. All this, in a much faster and more efficient way than assigning work hours to an employee.
3. Allows time savings. It increases the productivity of the company. These software operate at the speed of intranet traffic. This basically results in file transfer processes of less than a second.
4. Better security. It increases confidence in the management of the processes within the company. Being able to identify each file not only gives us better control over how functions are assigned. It also guarantees us that the processes are carried out according to the parameters. This will allow us to check at what stage a file is, in which department, with which person in charge and for which process.
5. Better accessibility. It allows us to access information from anywhere and at any time, as long as there is an internet connection. One of the most interesting and growing alternatives is the hiring of cloud storage services.
6. Greater dynamism. It provides flexibility when addressing the workload, thanks to the document management system stored in the cloud, which allows the hiring of freelancers for specific projects.

Tips to optimize document management

• Centralize all the documents of the company.
• Convert paper documents to electronic format. This will allow you to avoid, among other things, the loss of such documents in case of any accident.
• Organize documentation with categories, subcategories and metadata. This will result in easier systematization, searching and recovery of everything. A keyword search engine can deliver results in a matter of seconds.
• Define users with security profiles through a document management software, where said users can access the documentation they have access to. This will prevent access to documentation without prior authorization.

As we can see, document management software is necessary in a company that wants to be efficient. Sesame HR is a human resources software that has the capacity to store a large amount of data and information thanks to its cloud-based database. If you want to have centralized payrolls, company documents, notes and expense tickets, you should use a tool like Sesame HR.

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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