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Trends in DMS

Transforming Asset Management with Digital Solutions

Simplify, track, and manage your company’s assets with an intuitive and customized document management system.

May 7, 2024

Warehouse with equipment and inventory

From tangible to digital, this is the future of asset management.

The phrase “document management software” probably makes you think of paper documents scanned into a system where they are electronically archived. While that is one use of a document management system, there are so many more.

You can use a DMS to organize and manage live assets or intangible data that may or may not have associated paperwork. Let’s say your company manages hardware inventory, a fleet of vehicles or equipment, employee cell phones, or lists of registrants.

Imagine creating a simple, searchable database for any physical item, digital file, or document that keeps your company running. You’ll get automatic reminders when staff driver’s licenses need to be updated. Or you can quickly search and track maintenance schedules for company cars. 

You’ll save time, reduce error, and keep up with your assets by leveraging a DMS like DocuXplorer.

Business Process - IT Hardware Database

Can I manage any type of asset in DocuXplorer?

If you need to track it, then yes! You can manage it with DocuXplorer. 

Company assets that require organization can include equipment, inventory, office buildings, and document assets, such as architectural drawings, contracts, and similar intellectual property. Ensuring these assets are properly maintained, secure, and up-to-date will impact the success of a business. What would the cost of a new car be, because the old one wasn’t properly maintained? Imagine the headache of losing track of warranties or forgetting what equipment was loaned out to which employees.

You can input custom data for each physical asset and attach any related documentation. Manage everything from one place and set up tasks and associated due dates.

Easily track and categorize your assets using DocuXplorer’s metadata capture. The scope of the metadata aligns with your organization's needs. Examples of metadata are names, serial numbers, license plate numbers, or inspection dates. With customizable indexing, you’ll get infinite management configurations.

Use cases of asset management

Log and manage everything from passwords to seed planting schedules to lab testing. Let’s say you run a sports stadium and must manage seating or vendor lists. Or you routinely host events and need to track registration and guest lists. Do it all with DocuXplorer and enjoy real-time access to all your information. 

Let’s look at how different departments or offices can utilize a DMS for asset tracking:

Human Resources

  • New hire applications
  • Driver’s licenses
  • Corporate cars
  • Certifications 
  • Employee computers and cell phones
  • Employee passwords
  • Expense reports
  • Performance reviews
Business Process - Vehicle Maintenance Schedule

Warehouse / Shipping & Receiving

  • Operating permits
  • Machinery, such as forklifts
  • Delivery schedules
  • Serial numbers
  • Maintenance and repair records


  • ID badges
  • Cars
  • Office buildings

Benefits of going digital

Perhaps the most obvious benefit of using a DMS is that you never have to worry about misplacing essential assets. Consider how much time you spend searching for paperwork, pulling files, and cross-checking schedules or due dates. Right now, that might add up to several hours a week, which means you spend nearly a week out of every quarter searching for what you need!

By delegating the organization of your assets to a digital system, you’ll increase your productivity and lower your long-term costs. 

Automation reduces the number of manual touchpoints each asset undergoes and allows you to set up tasks and reminders, lowering your risk of dropping the ball on something. Instead of constantly stopping your workflow to address a deadline related to an individual asset, DocuXplorer can collect and report records on a schedule you create, allowing you to tackle reviews, renewals, or other tasks in batches.

A DMS can also streamline your tech stack. Separate software solutions require training, maintenance, and updates, but you can reduce reliance on multiple tools by centralizing your asset management through a DMS like DocuXplorer. 

Seamlessly manage your digital documents and physical assets within the same system. Integrating asset management into your DMS simplifies your workflows, minimizes software overhead, and creates a more cohesive and efficient system for your organization. Your team will save time not needing to navigate between different interfaces and systems.

With asset management software, you can:

  • Track and organize an unlimited number of corporate assets
  • Track vendors
  • Perform audits
  • Monitor corporate equipment loaned out to employees
  • Attach physical documents to the assets, such as warranty info or owner manuals
  • Organize schedules and lists, such as when signing people up for an event or performing seasonal tasks
  • Get dedicated, hands-on support from a team of organizational experts

Start working smarter

Your organization can't afford the wasted time, effort, and cost of mismanaging assets. Using asset management software will empower you to monitor your company property proactively, reducing downtime and lowering risk. You’ll discover new efficiencies at your fingertips and your system will do more for you while you tackle other important work.

A DMS might be just the digital transformation partner you need to optimize your asset tracking and support your business processes, now and in the future.