Organize Your Information

Document Management

Fully leverage the information in your documents and emails to work smarter and safer.

In this digital era, organizations perform best when they are able to capture, store, access, and manage documents with speed and efficiency. Without the hassle of cumbersome workflows, the difficulty of finding the information and without the feeling that any information’s gone missing.

Chances are, that this accounts for your organization as well. Perhaps you recognize the inefficiencies of managing paper documents and that tedious manual processes are impacting the productivity of your team. You likely also acknowledge there’s a better way of handling and managing all these documents, emails and other files.

It may be that your organization has already implemented a document management solution in order to reap the clear benefits. If not, it may be time to adopt a document management system. Read on to learn almost everything you need to know about document management and how it can help your business:

  • What is document management
  • Whether you can manage your documents in the cloud
  • How it has evolved over the years
  • The benefits for your company
  • Where you can apply it
  • The three-step process to implement it in your business

What is Document Management?

Document management is a system or process used to capture, track and store electronic documents such as PDFs, word processing files and digital images of paper-based content. According to the Association for Intelligent Information Management, document management software “incorporates document and content capture, workflow, document repositories, output systems and information retrieval systems. Also, the processes used to track, store and control documents.”

Document management enables an organization to save valuable time and money. It provides a wide range of clear benefits such as document security, access control, centralized storage, audit trails and streamlined search and retrieval. Additionally, having a document management system in place makes it easier for organizations to further optimize, streamline and automate business processes.

Why is Document Management important?

Today, many organizations are required to manage a conglomeration of paper and digital information. Content can be anywhere and anything: electronic files, paper documents, spreadsheets, scanned files and images. Documents may be stored on public or private networks, shared drives, hard drives, filing cabinets — even email, which still accounts for a significant amount of corporate documentation.

Multiple repositories and information silos present challenges. Organizations face higher risk of damaged or lost files, errors and redundancies. Paper storage may require significant physical space. There may be no collective corporate memory or easy way to find valuable content across the business. What’s more, proper records management is becoming a legal imperative.

A document management platform can integrate disparate documents for greater control, access and process efficiency. It offers significant advantages in terms of information retrieval, security, governance and lower cost of operations.

“Any organization that requires the structured storage and retrieval of documents can benefit from investing in a document management system (DMS),” says business.com. “Not only does it save time and money, but it provides tracking for sensitive documents, showing who has accessed them, when and any actions that were performed on the document. This kind of tracking gives document management software its greatest value and appeal, protecting organizations from lawsuits, fines and penalties.”

The benefits of Document Management

The many benefits of document management will help you set a new pace for your business and team.

Reduced burden of working with paper documents: lower cost and less hassle

  • Easily file and retrieve content: spend less time searching for files — a cumbersome and time-consuming task — and more time on high-value work because you can now easily organize and find content.

  • Single source of truth: it is no longer necessary to create multiple versions of the same document for distribution. Instead, you can store a master copy in a central location for easy and governed access.

  • Reduce costs: Beyond the actual cost of paper — distributing, filing, and storing paper is expensive. Digitizing internal paper-based systems will reduce printing and other operational costs.

  • Streamline workflows: moving paper is slow, but with a document management system you are able to streamline internal and external processes more easily.

Regained time for productivity

When content is stored centrally and correctly indexed, it’s easily accessible. Employees won’t have to waste time searching for those files and can quickly share information across your organization.

Easy access and the ability to share documents rapidly, speeds up processes and contributes to time gains in crucial processes such as invoicing, employee onboarding, and collections. For example, you can speed up automate invoice processing by automatically linking related electronic documents like purchase orders, bills of lading, contracts and more.

You can also save time by integrating applications. For example, by integrating document management systems, invoicing, and customer relationship software, you’ll avoid siloing tasks and ensure the smooth flow of information.

Better security and compliance

Securing your data is in your best interest. If you don’t, you risk losing business-critical information that can have a negative impact on business continuity and client relationships.

Digital systems let you work in a safer and more secure environment: You’re better protected from security breaches due to document and communication encryption and can control who has access to specific files.

Maintaining compliance with mandates such as HIPAA and GDPR is also far easier, and you’re better prepared should disaster strike: Multiple and secure redundant backups help you effortlessly recover data.

How we support your business

We are a full-service provider for businesses seeking best-in-class information management solutions and expert services. Partnered with the world’s best technology providers, we have the experience and technology to deliver digitization and automation tailored for your team.

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