Author: Laura Bulmer
If you've landed here, it's because you're asking 'What is DocuWare?' and possibly how is it better than what I'm already doing? With close to 30 years of experience using and selling the software, we'd like to think we're in a great position to tell you.
In simple terms, DocuWare digitally stores documents in a secure and central location, but the solution can be so much more. DocuWare is a powerful document management and workflow automation solution that offers a unified platform to empower finance, human resources and quality teams to streamline and improve document-based processes.
The software is used by a variety of organisations, varying in size and industry as a way to start their digital transformation journey. Testimonials from our clients confirm the impact it's made on their business whether that's reducing costs, improving data accuracy, removing processing errors or providing quick and easy access to documents.
Efficient document management of all documents created by, and entering the business, is crucial for streamlining operations and enhancing productivity. Most businesses without a dedicated solution in place have a myriad of places and ways to store documents. Emails, invoices, contracts, CVs, delivery notes, policies, drawings could be saved across “S Drives”, SharePoint, One Drive, add-ons in systems and email folders. The list is endless and so unfortunately is the chaos!
When organisations seek uniformity and structure, they turn to purpose-built document management solutions such as DocuWare which stands out amongst other solutions for many reasons.
The technical functionality and ease of use on offer are obvious strengths. But crucially, unlike other industry or department targeting systems, DocuWare can be that one solution with multiple applications for your business. It can and does truly revolutionise document handling across multiple departments.
We have clients who once asked 'What is DocuWare?' that are now successfully using the system to automate invoice processing, efficiently manage supplier invoices, streamline employee onboarding and take the hassle out of audits by effectively managing quality and compliance procedures.
HR - simplify employee record management, onboarding processes, and performance evaluations by having all information stored digitally and centrally. A look up of an employee's name quickly provides results of all stored information that relates to them.
Finance - streamline invoice processing, expense management, supplier management and financial reporting.
Quality and Compliance - ensure compliance with quality standards, manage documentation for audits, monitor document changes and version control, and track process improvements.
Management - one license for a manager will allow them to use DocuWare across the business to oversee and interact with multiple different processes.
The benefits of DocuWare being your main document management solution are massive and range from removing manual admin, gaining back control, automating processes and improving productivity. Other benefits include:
Having a single system to manage rather than multiple, unconnected pieces of software means there is a single source of truth for important business data. Employees don't have to dip in and out of different systems, making better use of their time and enhancing productivity.
This enables authorised employees across the organisation to have access permissions based on their role or seniority. Read, edit, download and delete rights can be implemented so no-one has access to information they shouldn't.
User access to DocuWare is based on licences and one license can cover a staff member for various processes.
Senior management only need a document management system to have a over-view of multiple processes in one place. They can view outstanding invoices, approvals to be made, and supplier contracts in one system.
It is very cost effective to have one system for multiple uses and employees across various departments.
DocuWare is more than just a document management system; it's a versatile platform that integrates multiple applications tailored to meet the specific needs of departments like HR, finance, and quality and compliance.
By centralising document storage and management, DocuWare enables seamless collaboration and process optimisation throughout the organisation and has a number of key features and benefits our clients are making the most of.
DocuWare provides a single repository for all types of digital documents, ensuring easy access and secure storage. This eliminates the inefficiencies associated with scattered files and folders. Storing documents is simplified and employees save time on finding the documents they need.
Streamlining document workflows is made possible with DocuWare's automated processes. Once added to the system, documents can be routed effectively, and document approvals are easily managed with notifications and task assignments. By removing manual admin, errors are reduced, and tasks are completed faster with greater accuracy.
3. Integration CapabilitiesDocuWare integrates smoothly with existing systems and applications, enhancing collaboration across departments. Systems that share data and reduce information silos provide a better resource for employees to work from. This ensures a cohesive workflow environment without the need for extensive IT resources.
With robust security features and compliance protocols, DocuWare helps organisations maintain data integrity and effortlessly meet regulatory requirements. The system provides traceability and transparency across all processes alongside state-of-the-art document encryption and robust data back-ups.
Whether a small business or a large enterprise, DocuWare adapts to organisational needs, scaling operations efficiently while accommodating future growth. When the time comes to expand DocuWare's use into other departments, extra licences can easily be obtained and further training provided.
We hope this blog has answered your questions around 'What is DocuWare?' and that it's clear to see the benefits the solution can provide. DocuWare stands as a powerful tool for organisations looking to enhance efficiency, reduce costs, and improve document-based collaboration across departments. It reduces the reliance on paper and digital, yet manual tasks, replacing them with enhanced, automated processes.
By leveraging the unified platform and diverse applications, businesses can streamline operations, maintain compliance, and focus on strategic growth initiatives across the entire organisation.
Are you ready to transform your document management processes with DocuWare with expertise from DocTech? Discover how it can empower your organisation today by speaking with us today.
