Document Management

Going paperless is an increasingly critical part of any business in the digital era. Convert paper files into digital and dynamic functions of your business with a document management system.
Service Details

What is Document Management Software?

A document management system is software that provides an automated way to store, manage and track electronic documents and electronic images of paper documents.

Implementing a document management system can make a substantial difference in how smoothly your company runs.  It makes capturing, digitising and tagging documents quick and easy, allowing you to spend more time focusing on other pressing areas of your business.

 

Scanning & workflow - work smarter and faster
Printers2Go Document Management

Having an efficient document management system can make for better overall performance for several reasons. The most basic reason is having a place to store and organise your documents. Version control, workflows, access permissions, backup, and data protection can also be handled by a DM solution.

It is the starting point for storing, securing, and sharing various business documents.

As well as improving efficiency, DM systems can also perform as collaboration tools, ones which combine new ways of communicating with special attention paid to regulatory needs.

For example, traditional file storage makes security complicated to manage and maintain. While there are certain capabilities available to set permissions on a file or folder, these permissions can be rapidly degraded or defeated entirely simply by moving files from one folder to another. 

Tracking changes to a document stored in a shared folder on a corporate server is nearly impossible for users, as is maintaining and evaluating an audit trail. Even in terms of collaboration, there are significant improvements to be had simply by transitioning away from the traditional corporate file share.

advantages of Document Management Systems

Key benefits of using DMS

Documents, whether electronic or paper, are an important part of any company. Managing business information, sometimes from several sources, can be a challenging task. Depending on the nature of your business, a document management system (DMS) that captures, stores, and retrieves both paper and electronic documents can offer the following key benefits to your organisation.

Reduced Storage Space

Commercial property costs are increasing and so is the expense to store paper documents. A software-based document management solution which reduces the need for filing cabinets, boxes, and storage bins is a valuable asset to any company and helps free up office space.

Documents that have to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse or vault.

Enhanced Security

Document security is critical for companies of any size to keep sensitive and important data protected. Implementing a DMS will provide your organisation with improved control over sensitive documents and access to documents can be controlled at the folder level for different groups or individuals.

In addition, a DMS provides an audit trail of who has viewed a document, when it was accessed, and if it was modified.

Improved Regulatory Compliance

Compliance requirements for certain documents can be complex. Non-conformance can lead to fines, poor PR, and in some cases criminal liability. Implementing a DMS reduces the risk of non-compliance.

Easier retrieval

Searching for and retrieving documents can be time consuming and isn't the best use of your valuable business time. Just consider this:

1. Companies spend £20 in labour to file a document, £120 in labour to find a misfiled document and £220 to reproduce a lost document.
2.Almost 8% of documents get lost.
3. Professionals spend up to 15% of their time reading information, and up to 50% of their time looking for it!

A DMS can retrieve files by a word or phrase in a document. Easier integration with business applications facilitates access to critical information. DMS also gives the opportunity to access documents remotely. As long as there is internet connection, documents can be accessed from anywhere.

Improved Collaboration

With our DMS, information sharing and collaboration will be a lot easier. Documents captured from different sources can be accessed from multiple locations. DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be allowed and monitored.

DMS also offers Version Control which allows for older versions of the same document to be recovered if needed. This feature is important if several parties work on the same document and there are changes made to a document that were not authorised or meant to happen.

Better Disaster Recovery

With digital archiving as a backup, paper documents are protected from fire and flood and other disasters. With the DocuWare solution, documents are highly traceable and can be tracked within a range of criteria.

Products we can supply

Document Management Software

DocuWare

DocuWare offers your enterprise enhanced control of its content and features excellent electronic archiving tools. This solution also meets requirements for security and incorporation into existing IT structures, giving you peace of mind. So exploit the potential of your files today to help your business get ahead.

DocuWare meets all the requirements of integration and security in order to allow easy insertion into existing IT structures and thereby extend the benefits of enterprise applications. It supports all proven standards and work procedures prevalent in today’s office sector and enterprise-wide systems.

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