Discover Document Management

The utilisation of document management is often referred to as use of a document management system or DMS. Such a system is integrated into your computer to give you automated processes that will help to streamline your work load.

For quick access please choose from the links below:

• Space Saving
• How are documents stored and retrived?
• How are documents read, and by whom?
• Benefits of electronic document managment
• Cost effectiveness
• Disaster recovery
• Security
• Legal requirements

 

Space Saving

Office space is a valuable commodity to all businesses, and most companies use the traditional filing method of filing cabinets and folders for all paper storage, taking up vital space that directly competes with staff. Document management systems therefore create user friendly paperless office solutions were paper documents are scanned in electronically, saving vast space and creating a more manageable way of locating, retrieving and editing your data.

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How are documents stored and retrieved?

Documents are stored and indexed in more than one way, giving you the opportunity to enter all the details on the document when you scan it in, into the fields that you set. For example you can search for a company name, and every document you have scanned in about that company with appear. You can then narrow your search to company name, reference number, and date to get a more specific search. There are many more combinations to use, and the procedure will ultimately be more secure, and will save you time and money.

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.

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How are documents read, and by whom?

Electronic files are stored centrally and can be shared simultaneously by more than one person at any one time, again saving you time. The system has central administrator(s) that can give access and editing rights to certain users and departments, and can also see who has accessed documents and when. Making the system very manageable and user friendly.

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Benefits of electronic document management

The benefits of an integrated document management system in comparison to the traditional document storage are outweighed second to none.

• Electronic filing makes it 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.
• Reduced overheads and cost savings associated with paper documents such as copying, printing, postage and delays in delivery.
• A paperless office provides a massive reduction in the overall carbon footprint for your business and possibly your suppliers and customers.
• Communications are improved and existing business processes can be mapped. Taking what works already and re-create this using workflow communications.

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Cost effectiveness

One of the major costs associated with using the traditional method of paper storage, is the time taken to walk to the file room, locate the file, use the information, put the file back, and return to your desk. This procedure could take you 10 minutes or more, wasting valuable working time and money. Therefore an electronic document management system could help you reduce costs, as you can locate and use documents without leaving your desk.

Other beneficial cost savings are the space that will be freed up for other uses, such as renting. It also eliminates loss of documents; in traditional filing systems documents can be lost or misplaced very easily, and there is always a cost associated to recreating that file, not to mention the time that has to be take to do this and the inconvenience to your company.

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Disaster recovery

With document management disaster recovery or DR, it is simple as documents are electronically filed centrally in one place and 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 also eliminated.

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Security

Security of your documents is of the utmost importance. This is not only an issue out with your business, but is an internal issue also. With the traditional method of storing data, you run the risk of unauthorised people viewing and possibly taking confidential or private information. This is eliminated by integrating an electronic document management system that provides layers of security.
  
Controlled access is provided for different groups and individuals, allowing 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.

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Legal requirements

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 document management system 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.

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If you would like to find out more, please speak to one of our document management advisors, please call us on 08450 780 790 or request a call back.