Why Document Management
Your business today manages and processes a huge amount of paper and digital information. Information can be held anywhere, electronic files, paper documents, spreadsheets, scanned files and images. Information may be stored on shared drives, hard drives, public or private networks, filing cabinets and even in email.
Multiple information silos present challenges. Your business faces a higher risk of corrupt or lost files. Paper storage requires a significant amount of physical space. There may be no collective company repository for information or an easy way to find valuable content across your business. What’s more, proper information management is becoming a legal requirement.
A document management system will integrate all of your company information and documents for greater control, access and process efficiency. It offers significant advantages, such as:
- Quickly capture paper and electronic invoices
- Assigning documents for easy retrieval
- Automatically match invoices to purchase orders
- Avoid human error
- Reduce invoice handling and eliminate manual data entry
- Secure information and meet GDPR
Businesses need to control their data and keep any sensitive data protected. Sensitive information falling into the wrong hands can be catastrophic for many businesses. In a time of data privacy and regulation such as GDPR, it’s so important for companies to gain full control over their data and minimise the risks of data leakage. Document Management allows your business to have full control of its documents and provides a full audit trail allowing you to easily see who viewed, modified and accessed any documents. It provides granular control of the document flow around your business to avoid any potential document security mistakes.
Once you import a document into your document management system, the system uses powerful OCR technology to analyse its content and automatically distribute that file to departments or people within or outside of your business, depending on the document workflows that you set up. Document workflows or rules can be set up quickly and easily, automating your paperwork and sending of documents for approvals, feedback, digital signatures or archiving. This process saves a huge amount of time and eliminates potential mistakes, where your document has been sent to the wrong person or an outdated version has been sent instead.
Reduced Storage Space
Not only is it inefficient to store paper documents, but it’s also expensive. A document management system reduces the need for bulky document cabinets. Businesses are now increasingly allowing more staff to work from home, and reducing paper documents allows you to scale down and streamline your office space.
If your office has a room dedicated to cardboard filing boxes, reassess record retention and destruction programs: taking your business digital not only reduces costs and waste but also improves your entire organisation.
With a Document Management System, any paper documents your business holds are completely backed up and protected from disasters, such as flooding, fire and any other forms of destruction. Documents within your DMS can be archived as soon as they enter the system and therefore cannot be misplaced or lost.
Many industries have compliance requirements for certain business documents. Whether it’s an industry regulation or part of a compliance certification like ISO 9001, failure to meet compliance requirements can have long-lasting effects on your business growth. Document management reduces the risk of non-compliance by giving you full visibility and control of your business documents. Documents are fully traceable with approval history and audit trails, while record retention and archiving can be fully automated.
If you’re looking for a Document Management Solution, we offer bespoke solutions tailored to your business and document needs.
Talk to one of our friendly Document Management experts, who’ll work with you to bring you the latest technology for less. We pride ourselves on our customer support and saving you time and money.