Discover Document Management

It an Electronic Office, capable of storing digital documents and files, providing control over how documents are managed and re-used throughout their useful life.

‘Document’ describes loosely what can be stored, not just scanned paper files but literally any type of digital file or data. Information can include financial data, emails, images, video, client reports, invoices and business records or many other types of vital data or statistics.

Any authorised user is able to appropriately access ‘documents’, quickly find the information required. Stored or collected documents can be tracked, edited with intelligence and delivered in both a structured or unstructured format.

Referred as a Document Management System or DMS such a system has automated processes and can deliver documents worldwide 24x7. Many have a workflow feature built in your business can realising significant improvements in business processing.

Commercial office space is both valuable and a valuable resource. Traditional filing systems use filing cabinets as paper storage, taking up vital space that directly competes with staff for office space. Using a DMS paper documents would be scanned and integrated electronically, greatly reducing the amount of storage space required.

Other benefits include improved flexibility, traditional methods of paper document storage index documents in one manner e.g. company name, unless a copy is taken and indexing duplicated under say invoice date then work and storage is doubled.

DMS stored documents are indexed in more than one way so it is possible for example to search for a particular company name, combined with document type, date and or any combination of these. Many Document Management systems have a Fulltext search facility allowing a search within the contents of a document, for example a client has a warranty issue and needs to know when an item was purchased. You can fulltext search all documents to find the serial number tracing the related order to your supplier then knowing whether the item is still covered under supplier warranty. This happens in seconds improving customer service, some systems can offer a self-service facility so clients can search and display appropriate data.

Files are stored centrally so don’t get lost or misfiled and can be shared simultaneously so more than one person can access, read or work on the ‘document’. Central storage has other benefits its simple to share documents electronically with work colleagues and clients via a network, e-mail or via the Internet both in a secure and controlled method. Proving reduced overheads and cost savings associated with paper documents such as copying, printing, postage and delays in delivery.

With DMS Disaster Recovery or DR, is simple as documents are stored centrally in one place backup is simple for either onsite or offsite storage, it would be very expensive to try and duplicate this using paper documents. Vulnerability to fire, flood and theft is eliminated.

Security is of the utmost importance, we hear of lost data or leaks of information all the time, when staff have access to a filing cabinet they can access all of the documents it stores. Compare this to a DMS where is can provide faster more flexible control over sensitive or confidential documents many Document Management Solutions will control access for different groups and individuals allowing only the appropriate access users can retrieve, open or view documents depending on the predetermined criteria with a full audit trail of what has been viewed, amended, by whom and when. No sensitive documents can be left lying around on desks or in trains.

Compliance in recent years is on the increase, there are more and more regulations that need to be adhered to. Storage of documents in some businesses is required for between 7 and 25 years and the responsibility lies with the Company Directors to ensure laws and targets are met.

With a properly designed and implemented DMS the combination of access security, central backup and recovery, audit trails and the ability to authenticate digital information a company can demonstrate strict compliance with regulations and requirements.

Overall a business might expect to gain a competitive edge over their competitors, improve customer service and allow access to vital business information that would normally be locked away.