How can a Document Management system simplify managing export paperwork?

Importing and exporting goods can be a complex process and businesses can face a variety of challenges, from navigating complex regulatory frameworks to managing supply chain disruptions. For companies dealing with high volumes of documents, effective document management is one of the most critical aspects of Import/Export operations. Getting it wrong can lead to costly mistakes, such as fines or shipments being delayed or detained.

Dealing with increasing amounts of paperwork can have a real impact, particularly on small businesses who often lack the staff and resources to manage this effectively. The recent Customs Clearance report from the Federation of Small Businesses found that small firms are being held back from international trade by excessive customs paperwork, soaring costs and supply chain issues.

A Document Management system can help businesses manage their import/export paperwork efficiently by automating their paper-based processes and reducing manual processes. A DM system can streamline every step of the process from creation and capture to storage, retrieval, and file sharing.

Here are 7 ways a DM system can help:

1. Centralised Document Storage A DM system allows businesses to store all their import/export documents in one centralised location, making it easy to find and retrieve documents when needed. This is especially important for businesses that deal with a high volume of paperwork, as it can be difficult to keep track of all the documents manually. Export orders require numerous documents such as a bill of exchange; a promissory note; a bill of lading; a ship’s delivery order; a warehouse receipt; a marine insurance policy; a cargo insurance certificate, an air waybill, a certificate of origin, a commercial invoice and more. These are often physical pieces of paper which can create a storage headache and won't have an audit trial tracking who has viewed, edited or shared the document.
2. Automated Document Capture With a DM system, businesses can automate the capture of documents, eliminating the need for manual data entry. This can help reduce errors and speed up the processing of documents. For example, using optical character recognition (OCR) technology to automatically extract data from invoices and other documents.
3. Workflow Automation A DM system can help businesses automate their import/export workflows, ensuring that documents are processed quickly and efficiently. For example, businesses can set up automated workflows to route documents to the appropriate departments for review and approval. This can help reduce delays and ensure that all necessary approvals are obtained before goods are shipped.
4. Linking Information Utilising all of the above makes it simple to ‘link’ information within the DM system. For example, one of our customers uses automated data capture and workflow to extract specified references from delivery documentation and match and verify them against other related paperwork. Documents are then imported directly into their DM system where they are automatically filed and saved in the correct place. If all documents relating to a particular order need to be retrieved, this can be done in a few seconds by searching for one reference number which links all of the documents together.
5. Document Version Control A DM system allows businesses to maintain version control of their import/export documents, ensuring that all stakeholders are working from the same version of a document. This can help reduce confusion and prevent errors that can occur when multiple versions of a document are in circulation.
6. Secure Document Access A DM system allows businesses to control who can access their import/export documents, ensuring that sensitive information is kept secure. For example, businesses can set up role-based access control to ensure that only authorised personnel can access confidential documents.
7. Audit Trail A DM system provides a comprehensive audit trail of all import/export documents, including who accessed them and when. This can help businesses comply with regulatory requirements and provide evidence in the event of an audit.

“I’ve worked closely with two of our customers who export their products oversees. While they work in very different industries, some of the challenges we were able to help them overcome were similar and revolved around improving the way they managed their export documentation. The solution also enabled them to deal with an increase in paperwork post Brexit, where the number of documents required doubled overnight.”

Jack Wright, Sales Director at YourDMS

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You can read the full case studies here:

G. Modiano – one of the world’s pre-eminent wool traders and processors

A global Engineering company - exports its products and technology for use in mining, oil and gas and general industrial markets around the world

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A DM system can help businesses manage their import/export paperwork efficiently by providing centralised document storage, automated document capture, workflow automation, document version control, secure document access, and an audit trail. By implementing a DM system, businesses can streamline their import/export processes, reduce errors, and improve efficiency.

If you would like to find out how a Document Management system can simplify managing your import/export paperwork, get in touch with Jack Wright, Sales Director at YourDMS. Call 01285 810606 or email [email protected].

Act of kindness are above pre-pandemic levels

The World Happiness Report 2023 has revealed that various forms of everyday kindness — such as helping a stranger, donating to charity, and volunteering – are all above pre-pandemic levels.

Professor Lara B. Aknin, Director of the Helping and Happiness Lab of Simon Fraser University explains, "Acts of kindness have been shown to both lead to and stem from greater happiness."

The World Happiness Report research leverages six key factors to help explain variation in self-reported levels of happiness across the world: social support, income, health, freedom, generosity, and absence of corruption. Governments are increasingly using this analysis to orient policies towards happiness.

This year’s Happiness Report also shows that despite several overlapping crises, most populations around the world continue to be remarkably resilient, with global life satisfaction averages in the COVID-19 years 2020-2022 just as high as those in the pre-pandemic years.

“The overall goal is a happier society,” said Professor Richard Layard, co-director of the Wellbeing Programme at London School of Economics. “But we only get there if people make each other happy (and not just themselves). It’s an inspiring goal for us as individuals. And it includes the happiness of future generations – and our own mental health.”

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