Author: Laura Bulmer
With the speed in which customers demand products and services today, back-office efficiency and organisation is more critical than ever for business success.
Departmental processes are inundated with documents daily, from invoices, purchase orders, contracts, policies, manuals, emails, forms and reports. Storing and processing these documents effectively is essential for ensuring smooth operations, legal compliance, and data security.
It's likely your organisation will have its own main systems in place such as ERP, finance packages and CRM systems. You may also have industry specialist systems which act as your main business application.
Since your teams rely on these systems for their core processes, there is a tendency to store documents within them but this is not always the best option for business success. Multiple systems with multiple users, potentially spread across different departments or office locations, mean documents containing vital information could be stored in too many locations.
If you were to think about where documents such as contracts, invoices and policies are stored within your business:
If you know your document based processes need more formality and uniformity without killing efficiency and to boost business success, it’s probably time to get yourself familiar with the option of dedicated document management software.
Document management software (DMS) is a digital solution designed to store, manage, and track electronic documents and images of paper-based information captured through document scanning. It is a comprehensive system that organises documents in a centralised web-based repository, making them easily accessible and retrievable while ensuring they are secure and compliant with your industry regulations.
The key features of a document management system are building blocks for business success, each one enabling different business processes to be enhanced. Mundane and tedious administration tasks can be removed, reducing errors and giving staff back time to concentrate on the more important aspects of their job:
The ability to scan paper documents and / or import electronic ones, and accurately capture the data within them. Detailed line-item data or hand-written information can be captured and securely stored into the system providing a digital archive. From here the documents can be searched and found with ease while simultaneously kick-starting any document related process.
Document indexing provides a uniform, and process-driven system of tagging documents with metadata to make them easily searchable. Key information such as document type, company name, reference number, date etc. are captured and this information 'tagged' onto them.
Multiple versions of the same document can be easily managed, with changes and updates tracked by the system. Who made the changes, what they were and when they were changed are logged ensuing an old and out-dated version of a document is never used.
Access ControlPermission settings ensure that only authorised users can view or edit certain documents, dependent on role or position within the company. Personnel contracts for example can only been seen by HR and line-managers, or purchase orders can be seen by everyone, but only editable by the finance team.
Document management software can automate repetitive tasks such as document routing, document approvals and manual data entry. Document workflow automation reduces the risk of errors, saves time and creates transparency around processes.
Tracking document access and changes to maintain a record for compliance and security purposes is a crucial and organisations can ensure accountability and monitor unauthorised activities. Having a clear record of document interactions can facilitate internal audits and investigations, providing a transparent overview of document history for improved decision-making and risk management.
We appreciate that business success can vary from one organisation to the next, but we have seen first hand from our clients that our document management software has a variety of positive outcomes. These include enhanced productivity, reduced overheads, improved customer services and better collaboration, which have all contributed to furthering business success.
One of the most significant advantages of document management software is the enhancement of efficiency and productivity. Instead of sifting through piles of paper or searching through disorganised digital folders, employees can quickly find the documents they need with a simple search. This saves time and allows teams to focus on more strategic tasks.
In a world where hybrid working is becoming the norm, document management software enables seamless collaboration. Team members can access, edit, and share documents in real-time, regardless of their location. Version control features ensure that everyone is working on the latest document version, preventing errors and miscommunications.
3. Enhanced SecurityWith data breaches and cyber threats on the rise, securing sensitive information is paramount for business success. Document management software provides robust security features such as encryption, access controls, and audit trails, ensuring that only authorised personnel can access and modify documents. This not only protects sensitive data but also helps organisations comply with regulatory requirements.
Traditional document storage and management methods are costly and can hinder business success. Businesses spend money on physical storage spaces, printing, and manual labour to manage documents. Document management software reduces or eliminates these costs by digitising documents and automating a variety of management processes.
In the event of a natural disaster, fire, or cyberattack, businesses can lose critical documents that are not properly backed up. Document management software often includes cloud storage options, ensuring that your documents are backed up and can be quickly restored if needed.
When choosing a document management solution to support business success, it's crucial to consider your organisation's specific needs. Here are some factors to keep in mind:
If you're looking for a reliable document management software solution to build on business success, you might consider DocuWare. Available from DocTech, DocuWare offers a powerful platform that meets the needs of businesses of all sizes and industries.
With features including driven-data AI capture tools, secure document storage, workflow automation, and seamless integration with existing systems, DocuWare simplifies document management, helping businesses to stay organised, efficient, and compliant.
DocuWare stands out for its scalability, making it suitable for small businesses and large enterprises alike. Whether you're looking to improve collaboration among remote teams or enhance the security of your sensitive data, DocuWare is an excellent choice for your document management needs.
Document management software is no longer a luxury; it's a necessity in the modern business landscape. By choosing the right solution, you can streamline your operations, reduce costs, and secure your business-critical information. As you evaluate different options, consider your business's unique needs and how each solution can help with business success.
