Electronic documents eradicates the need for manual storage and retrieval, so staff are free to increase productivity elsewhere
Stored documents can provide collaborative working to staff internally and remotely
Indexed documents can be quickly retrieved using any number of search field criteria – Fields that can be automatically populated when scanned
Clear document controls provide procedures which maintain security and consistency of approach throughout a business
Legal document compliance on storage and security can be easily adhered to
Data backed up internally or off-site provides quick recovery and enhanced security in case of any disaster
Rules can be set to restrict document changes or to track alterations by date and operator
Folders through to individual documents can have access rights applied, ensuring confidentiality internally and for clients using your services
Time and money savings
Time and money savings
There is a tremendous hidden cost generated by time consuming manipulation of paper files. Using a Document management system the search for a document lasts only seconds. Also, you reduce the costs associated with hardcopy documents, such as paper, printing, archiving and storage space.
A document management system will protect your documents and folders from being accessed or modified by potential intruders. Plus, accessing rights for both users and groups can be assigned at a folder or document level.
All documents scanned or indexed within the system can be automatically updated both internally and off-site, ensuring that your database is secure and available in case of disaster. According to reports over one third of companies that experience extensive fire damage are unable to continue trading due to loss of documentation.
Documents can be accessed remotely for maximum staff efficiency. Also, document management systems enable better sharing of documents – between individuals, departments and across branches or sites. Documents can be accessed simultaneously by more than one user, improving cross-departmental communication.
A good system will help you to define document management best practice. The document data will remain consistent, even when used by new or inexperienced employees.
Document management systems offer regulatory compliance. Maintaining your record-keeping within legal guide lines or providing controls for internal accountability. Digital signatures can even be automatically applied to every document. Full audit trails are possible and on-demand access to documents can be ensured.