Document management software can come with a variety of different features to improve how a business operates. Based on 29 years of DocuWare experience with our clients, we’ve summarised what capabilities we feel matter the most.
In the modern digital age, safeguarding your documents is more important than ever. Sensitive data is constantly at risk, and whether you're managing contracts, invoices, or client information, you need a secure solution to protect it all. DocuWare has emerged as a trusted leader in document management, offering a suite of advanced security features that ensure your files stay safe, accessible, and compliant.
Data breaches are prominent. Data security includes protecting customer data, confidential employee records, product information and financial data.
Document management software should ensure that documents and data are captured, processed and stored securely. They should be protected against misuse or loss. Make sure that a robust rights structure controls which documents users can view, retrieve, edit, export, modify and delete. This enforces confidentiality because the information is only accessible to authorised users.
Encryption provides next-level security for cloud-based software. All documents should be stored with AES, and all internet communication traffic should be sent through TLS, HTTPS and HSTS.
Let’s dive deeper into how DocuWare secures your documents.
The aim with DocuWare is to minimise the number of clicks needed to complete a process. Your document management software should replicate or enhance your existing processes. If you manually match a PO with an invoice then authorise payment, this can be digitally automated.
Any complicated technical stuff happens in the background. After initial training from our team of technical experts, users should be able to hit the ground running with DocuWare. These same experts are available to our clients for support at any time.
Capture capabilities automate the process of scanning paper documents or importing electronic documents into document management software. Data can be imported from all file formats from Microsoft Word to CAD drawings.
DocuWare’s Intelligent Indexing automatically captures the most important data from scanned documents and uses it to populate index fields. The system learns with the more documents it processes. Suggested index words are automatically and reliably assigned if the system is familiar with a document type. The user only has to confirm or improve the suggestions.
With DocuWare’s mobile app, users can access documents, stay involved in workflows, and store documents anytime, anywhere. Employees can receive alerts of new tasks to review and documents to approve. They can collaborate with other staff members in real time to keep work moving forward.
A workflow enables you to act on the information you have captured. Workflows can route tasks to multiple people or departments for review, enables decision making and kicks off the next step in a process. A sales order that enters the software for example, could automatically generate a task to a user in production to start work. A digital workflow can enhance any existing process you have, but remove some of the manual steps that can slow things down.
Accountability is essential when it comes to document security. DocuWare provides a comprehensive audit trail, recording every action taken on a document. From who viewed the file to who made changes, the audit trail gives you a clear record of document interactions.
This is invaluable for compliance and tracking document history. If there’s ever a question about who accessed a document or when a change was made, the audit trail provides full transparency. This feature is especially important for industries that require strict compliance with regulations, such as healthcare, finance, and legal sectors.
Scaling up as your needs change should be done without affecting other aspects of the organisation or the software. There should be no need to retrain employees on how to use the system. A comprehensive document management system enables you to start with a few users in a single department. You could then, gradually expand the system into other departments without affecting performance.
DocuWare isn’t just secure – it’s built with compliance in mind. The platform meets a variety of industry standards, including ISO/IEC 27001, GDPR (General Data Protection Regulation), and HIPAA (Health Insurance Portability and Accountability Act). This means that DocuWare is not only secure but also complies with the legal and regulatory requirements your business may need to follow.
Whether you’re in healthcare, finance, or any other regulated industry, DocuWare’s commitment to compliance ensures that you can trust the platform to protect your documents in line with industry best practices.
No single software solution can meet all your business needs. Document management software should add significant functionality to other software in your IT infrastructure. Due to its web-based development, DocuWare can integrate with almost every kind of digital infrastructure. DocuWare can integrate with a CRM, an ERP, Finance Software, Case Management Systems, School Management systems as well as many others.
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Emails can be as important as any other business document. DocuWare can store emails and attachments straight from your inbox, as well as monitor a shared inbox and automatically store anything that means predefined rules.
DocuWare ensures information contained in email messages is accessible to all authorised users.
In an age where cyber threats are rampant, securing your documents is no longer optional – it’s a necessity. DocuWare’s robust security features provide peace of mind, ensuring that your business-critical documents are protected from unauthorised access, loss, and breaches.
From encryption to access control, audit trails to backup systems, DocuWare offers a comprehensive security that keeps your documents safe while remaining accessible to the right people. With its dedication to compliance and continuous monitoring, DocuWare is the secure, reliable document management solution your business needs.
By choosing DocuWare, you’re choosing a platform that prioritises the safety and confidentiality of your documents, allowing you to focus on what matters most – growing your business.
