Document Management System

We are well and truly moving through the 21st century. Technological advances have made our lives easier and none more so then Document Management Systems.

Small or large business owners will understand the problem of having to store documentation. The world has undoubtedly been driven by our ability to do everything electronically and storing our documents is no different.

So, now is the time for businesses to move away from storing large volumes of hard documents in filing cabinets and to consider using an online solution.

Think About How Much Time is Wasted

Amazingly, around 30-40% of our time is wasted searching for documentation. Manual systems have evolved over many years, even decades in some instances and they can be filled with errors and can also be confusing. An electronic system will eradicate this problem and will enable businesses to keep their finger on the pulse at the click of a button.

Save on Printing Costs

It has been a habit of businesses to print off as much as possible in order to store it. This costs money, it harms the environment and it just doesn’t make sense. When you move across to an electronic system, there is no printing or storage, saving space, money and time.

No Limit on Space

A filing cabinet takes up floor space and hard copies of documents can fill them in no time at all. As a result, new filing cabinets are required. With an electronic system, businesses can reduce or completely remove their filing cabinets, freeing up space while providing them with an almost endless amount of storage space. Office space will be maximised, helping to create an open and free-flowing work environment.

 

Avoid Disaster

Hard documents are always at risk. They are at risk from getting lost, misplaced, stolen and even destroyed in a fire or flood. If businesses want to future proof their business and protect all vital documents then a document management system can help to alleviate these problems. In fact, 70% of businesses that lose documentation through these circumstances end up failing within three weeks. Don’t let your business become a statistic.

 

Remain Compliant

Certain laws and regulations require you to be compliant while there are rules surrounding litigation and auditing. An old paper system was difficult to manage but a management system will enable you to securely store important documents and recall them when required. Having the ability to do this can help businesses avoid hefty fines and penalties.

 

Support a Range of Industries

There are some industries that use more documents than others. When you consider the amount of documents that pass through Accounting firms, Insurance firms and even legal firms, it is possible to see the advantage of a document management system. From avoiding masses of paperwork to securely storing claim documents and even spending more time with clients, an online system can support the day to day running of a business.

 

Collaboration and Organisation

Teams can work closely through smart sharing. Guest access can be granted to certain individuals while permissions and folder expiration dates can be put in place. Having the ability to control all of this enables greater collaboration and enhanced organisation.

 

So why do you need a document management system?

Businesses need to be future proof. The world is changing and the way in which businesses work is changing.

A document management system can introduce a level of automation that will boost efficiency. Text predefinition allows the system to automatically recognise documents and file them in the right areas. You can seamlessly store, amend and retrieve documents from anywhere. It makes it possible to upload and download batch files while archives can be closed and deleted when they reach the end of their life. The ability to save time, will cut costs and enhance productivity while helping businesses to remain compliant with all laws and regulations is vital.

Businesses can monitor activity, trace files and receive reports detailing all movements. The system offers a backup solution with high bank-level security ensuring that they can avoid disaster and actively manage their systems with ease. It is a system that aligns itself with any business.

A document management system can enhance the way in which a business manages its operations on a daily basis. Removing the need to store paper documents can significantly improve the performance of a business on many levels.