What is document management?
What is a document management system or DMS?
A system that allows the creation, storage, management, indexing, protection and retrieval of digital documents.
Our document management system stores all digital documents in the cloud, and provides a framework that facilitates the flow of important information across an organisation.
A good document management system can help organise all of your files and data in one place, keep track of all of your important documents, speed up your workflow, improve accuracy and provide access to your documents any time, any place and from any device! So, by choosing our document management system, you will remain ahead of the competition and provide all the information your employees need to do their work efficiently and effectively.
Why is a document management system important?
Businesses create, process and store huge numbers of business documents, contracts, proposals, marketing material, HR guidelines, training manuals, etc.
These documents are often saved randomly on laptops, servers, the cloud and other storage devices. You may have files stored in cloud apps like Dropbox, Google Drive, OneDrive, files stored on your desktop, email attachments and paper files. What happens when you can’t find a file you need for your next meeting that starts in the next 5 minutes?
Have you ever wasted precious time searching for a document on your computer, in the paper filing cabinet or in your email and attachments? Browsing through hundreds of folders, searching in your disorganised email inbox, searching through your cloud files and not being able to find that one important document!
A document management system plays a massive role in making all the tasks related to the management of documentation easier, faster and efficient.
There are many reasons why an organisation needs to deploy a document management system immediately.
Cleaning up your laptop or computer
A document management system allows you to save all of your files to one location and then delete them from every other location where they had been stored.
Reduce paper to take the next step in becoming Paperless!
If your company still uses paper documents, switching to a document management system can help reduce the consumption of paper and save additional costs of printing, storing, maintenance and filing.
Going paperless can save you money and benefits the environment too! Just think of the marketing material that gives you in this day and age!
?Improve Overall Office Efficiency.
When you spend a huge amount of your time looking for your paper or digital documents across various platforms and devices, it takes you away from doing the job that makes your company money! A good way to free up your employees so that they can make you money is a document management system for easy creation, filing, editing and approval of your documents.
Our document management system provides a central location for all your Word, Excel and PDF files. It also gives the ability of saving client or customers emails to their files making it a more efficient way of your employees being able to retrieve all correspondence between your company and your client/customer/supplier. This makes it extremely easy for team members, irrespective of their location, to access information from any device quickly. Employees no longer need to take files to meetings; they can just log in to the document management system to see the documents they need.
Safe and Secure
The best way to keep your important business documents safe and secure is to have them digitally stored in a document management system. This way you one centralised place in the cloud to save your documents. All of your documents are saved and backed up using AWS storage. You can also setup 2-step verification for extra security.
Our document management system comes with numerous features including folder access control, document auditing, version control and non admin users cannot delete from the system. Storing files in the cloud helps ensure your company documents aren’t misplaced and are easy to access by the right party in any location.
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Search capabilities
If you don’t have a document management system in place, finding the right document at the time becomes very difficult. Our document management system’s ability to perform a quick search is one of its most important elements.
We have excellent searching and indexing capabilities to find the exact file including document title and content within the document. No matter how big your document directory is, our document management system can find the desired document within seconds. We have advanced search capabilities including but not limited to multiple filters and OCR search.
Better Accuracy
Our document management system provides all the tools needed to create, edit and collaborate on documents to ensure quality and reduce inaccuracies. With features like version control and document auditing, all edits made to a document would be visible to the rest of the team. You can always revert back to a previous version or suggest edits if you’re not satisfied with the changes made using Annotations.
Reduced Storage & Supply Costs
Without a document management system, the cost of creating and managing documents can be expensive. The cost of paper, printing, office space, storage facilities, cabinets and hiring admin employees to manage documents can all add up to be a high cost.
Summary
Docusoft can help you manage your documents so that you don’t have to worry.
Our software is very versatile and can be adapted to work with any type of business. We are already experts within accountancy, business recovery, distribution and housing sectors.
Docusoft CloudFiler is our ‘cloud based’ document management solution. It is an easy-to-use system developed to meet any businesses specific document management needs. Docusoft CloudFiler is the most complete solution for paper reduction. It is comprehensive in terms of functionality for document and email capture, search and retrieval, document workflow, user management and client response. Filing is made easy with add-ins for Microsoft that allow you to file emails, letters and other documents directly from the application you are using - Outlook, Word and Excel etc.?Docusoft CloudFiler has been designed to make the tasks of managing, filing, searching and sharing documents in the cloud even easier – any time, any place and from any device!
Since your employees are saving a lot of time, they can focus on the things that really matter and contribute to the business’s success more effectively.
Either follow the link above, call me or email me to arrange your free no obligation demo.
Zac Hurle
Business Development Manager
Docusoft LTD
01252 364642