Optimize Your Record Keeping With a Document Management System (DMS)
An airport's record-keeping practices can have a significant impact on its efficiency and compliance posture. With the sheer volume of documents that need to be managed – from flight plans, safety reports, training records, standard operating procedures, and personnel information to equipment details, an efficient document management system is crucial for airports. The process of gathering, storing, and retrieving these records can be time-consuming and error-prone.
In this article, we will explore the benefits of a document management system and also take a look at how such a system can be used to optimize record-keeping and improve efficiency.
Significantly reduced storage
Because of the necessity to keep paperwork for purposes such as retrieval and regulatory compliance, paper-based document storage competes with humans for space inside airport offices. There is a growing trend for airports to reduce the number of paper documents they store at prime locations. Paper storage needs may be drastically reduced by scanning documents and incorporating them into a document management system.
Most of the data that Airports deal with is highly sensitive, and storing them in filing cabinets, boxes, or even on the desktop can be risky. Using cloud-based software with a document management solution that’s protected under 256-bit bank-level encryption prevents access to unauthorized users, thus improving safety by manifolds.
Immediate and easy access
Finding and retrieving relevant documents can be a laborious task, and at airports having the data readily available is what aids in smooth operations. A document management system allows airports to access documents from a single centralized location in just a few clicks. The best part remains that the required documents can be retrieved from anywhere, by multiple authorized users as long as there is an internet connection. This also improves the collaboration between the departments and may enable improved workflow monitoring.
Regular policy and procedure updates are not uncommon at airports. However, there are visible gaps in the way airports manage document versions. The version control attribute of a document management system captures every change or update made to a file. This empowers the airports to maintain a complete audit trail.
Adhering to regulatory compliance
All airports undergo regular audits both internal and external because that’s what keeps them secure. There is a routine inspection of everything, including the personnel and the equipment which has to be documented. This complex chain of documents has to be presented to the inspector at the time of audit. Document management system rescues an airport at such times, and reduces the burden of keeping a manual track of all the crucial documents.
Time is valuable, and a document management solution has the undeniable advantage of saving time, which frequently results in higher productivity. Having a system in place that enables the airport staff to quickly and efficiently retrieve documents can boost the morale of the employees and increase customer satisfaction.
The functioning of any airport relies heavily upon document checks, hence transiting to a document management system will help airports in reducing content management errors significantly, and also free up time to focus on more business-critical tasks.
If your business is keen on digitizing its process and content, then contact us today for a free trial of all our solutions and see how they can greatly benefit your facility.