Document Management Systems: What’s in store for 2022?

If nothing else, unforeseen disruptions like Covid-19 emphasize the importance of digital agility in an organization’s success. We are at the end of 2021 and although 2020 seems far in the past, its effects still loom large. If the accelerating adoption of document management systems in the past 18 months is anything to go by, 2022 looks to be another exciting year in the DMS industry.

With the rise of remote working culture, a greater focus on customer service, and the need to remain competitive in an economic landscape that turned the world upside-down, document management has gone from a “nice to have” luxury, to part of a survival exercise for businesses and organizations alike. In this new normal,  digital transformation has accelerated the evolutionary transition into the future. Not only helping businesses land on their feet, but also unlocking significant growth opportunities.

Here’s a quick recap of how the new normal has illuminated an undeniable need for modern document management solutions. And its projections into the future.

Document management in 2022 – Four trends to watch out for

Document management has evolved. What once used to be seen as simply a replacement for paper is one of the core digital technologies that power the growth of organizations today. Surely, the evolution does not end here. Below are four big trends we are likely to see in the coming year.

1.    Ease of Integrations increases in priority

The accelerating rate of change of IT infrastructure tech has been an adaptability challenge. This is because investments in IT systems today may become obsolete in only a couple of short years. Businesses, therefore, shy away from making IT investments in solutions that don’t play well with others. Modern DMS providers are usually capable of some integration, whether it be via a direct connection or by being able to import/export documents across tools.

However as is usually the case, the devil is in the details. The best enterprise-grade document management systems like Tessi Docubase offer a granular and well-documented RESTFUL API that makes integrations possible with virtually any other system. Thereby enhancing their value while improving performance. These integrations are not limited to legacy systems. In fact, they mesh well with emerging digital technologies such as web-native apps and systems. So in 2022, we expect to see a continued desire by organizations to connect their document management systems to an ever-increasing range of systems and applications in their IT technology stack.

2.    Cybersecurity concerns will be front and center

By now it should be clear that the pivot away from the traditional way of getting work done is here to stay. As a result, organizations have had to quickly switch to managing employee workflows remotely, and this means providing external access to documents that were once only accessible from “inside the building”. While this change has  brought about intensive collaboration opportunities across geographies, it has also brought to the forefront the importance of control over data access and network security enforcement.

In the coming year, data security will be top of mind when organizations consider digitizing all business documents and information for remote access. The goal will not just be to eliminate paper documents but also to ensure secure communications, connections, and storage. That calls for cloud-based or SaaS solutions that can prove to allow safe, controlled remote access. DMS features like encryption, secure sharing, and permissions-based access controls will be table stakes towards that end.

Here at DBS our client’s security has been a priority since the beginning. For example, our DBS cloud is housed inside of a recommissioned bank vault which is now a hardened data center in Tyler, Texas, with biometric access control and redundant support systems. Our databases are encrypted and protected from unauthorized access and other external threats using enterprise-grade cybersecurity methods. We continually evaluate and improve our cybersecurity methods, which provides assurance to our partners and clients that we are ready to address their security concerns in 2022 and beyond.

3.    Automation opportunities abound

A powerful document management system sits at the core of an organization’s information repository. So it’s only natural for companies to wish to automate repeatable tasks that revolve around this information, as they seek to reduce the risk of errors, lost documents, and other issues that drain efficiency. While some organizations may already be doing this today, as DMS adoption continues to rise, the opportunities for improved automation will increase significantly in the coming year in pursuit of even greater productivity.

In 2022 Automated workflows will continue to evolve further with implementation across whole enterprises, bridging data silos and weaving together interdependent processes with minimal or zero manual intervention, including rule-based decision making. For our clients seeking opportunities to automate,  our products offer robust workflow and business rules capabilities. For example, dbs LiveForms, allows for dynamic information capture through electronic forms, and enables low-code automation of approvals and e-signature workflows and processes using its robust business process automation (BPA) engine.

4.    Continued adoption of Artificial Intelligence

A byproduct of digitalization is that vast amounts of information necessary to make decisions are inherently unstructured. Such unstructured information usually requires a human to process, analyze and transfer, to make it usable in any meaningful way. This becomes an information bottleneck. Not surprisingly, in 2022 we expect to see a rise in the use of AI in document management systems. This will be a necessity in order to get better at capturing, storing, indexing, and analyzing such unstructured data.  We expect the use of AI in document management will be more prevalent next year, with features such as Intelligent Document Processing, advanced Optical Character Recognition, and content analysis, all benefiting from the availability of AI modules that can be readily added to document management systems and processes.

The role of DMS will become even more important.

The evolving digital landscape resulting from the push for digitalization of the last couple of years is ripe for innovation with an exponential diversity of tools and technologies rushing into the market. As a result, organizations that are ahead of the curve will realize that a solid foundation of a document management system at the base layer of their technology stack gives them a huge competitive advantage. It not only preserves the continuity of legacy investments but also enhances adaptability to technologies of tomorrow.

We are excited and proud to play a key role in the digital transformation of our clients. While there are many options in the market, the combination of features, functionality, and pricing offered by Tessi Docubase and dbs LiveForms makes for a compelling option for businesses and organizations of all types to achieve their digital document management goals while ensuring a high return on their technology investments.

Written by Ricardo Rengifo, DBS Software & Services

DBS Software & Services (DBS) is a long-standing provider of document management and process automation solutions and the exclusive provider of Tessi Docubase in North America.

Tessi Docubase is an enterprise grade modular, secure, and easy to use document management system that seamlessly integrates with Business Information Systems. Its secure architecture and broad range of features make it the perfect solution for a wide range of enterprises and use cases.

DBS LiveForms, is a low-code Electronic Forms and Business Process Automation (BPA) platform. Its sole focus is simplifying complex processes by automating repetitive steps – from data capture to alerts, notifications, email confirmations, and everything in between quickly, and without the need for custom coding.

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