Document Management
Managing multiple information silos poses challenges for your business, including increased risks of file corruption or loss
Streamline Your Information
Why Document Management?
Your organisation currently handles a substantial volume of paper and digital information, which can be found in various forms such as electronic files, paper documents, spreadsheets, scanned files, and images. This information may be stored in different locations such as shared drives, hard drives, public or private networks, filing cabinets, and email.
Managing multiple information silos poses challenges for your business, including increased risks of file corruption or loss, the physical space requirements of paper storage, and a lack of a centralised repository for company-wide information, making it difficult to locate valuable content. Furthermore, proper information management is now a legal requirement.
Implementing a document management system can streamline your organisation’s information management processes, providing greater control, access, and process efficiency. Some of the key advantages of a document management system include enhanced document security, access control, centralised storage, audit trails, and efficient search and retrieval capabilities.
The Gist
Overview
Enhanced Security
Automated Workflow
Reduced Storage Space
Better Collaboration
Disaster Recovery
Regulatory Compliance
Empower
Your Business to Full Extend
Enhanced Security
In today’s business landscape, maintaining data control and ensuring the protection of sensitive information is paramount. The consequences of sensitive data falling into the wrong hands can be disastrous for businesses. With the increasing focus on data privacy and regulatory requirements such as GDPR, it is crucial for companies to have comprehensive control over their data and minimise the risks of data leakage.
Implementing a Document Management system empowers businesses to exercise full control over their documents while providing a comprehensive audit trail that enables easy tracking of document views, modifications, and access. It offers granular control over the flow of documents within the organisation, mitigating the risks of potential document security lapses. By leveraging a Document Management system, businesses can proactively safeguard their sensitive information and maintain strict control over their data, ensuring compliance with data privacy regulations and minimising the likelihood of data breaches.
Save Time
Mitigate Risks
Automated Workflow
Upon importing a document into your document management system, advanced Optical Character Recognition (OCR) technology is employed to meticulously analyse the document’s content. Subsequently, based on the document workflows established, the system automatically distributes the file to relevant departments or individuals, whether they are within or outside of your organisation. Setting up document workflows or rules is a straightforward process that can be accomplished expeditiously, allowing for automation of paperwork, including approvals, feedback, digital signatures, or archiving.
This automated process not only saves significant time but also mitigates the risk of potential errors, such as documents being sent to the wrong recipients or outdated versions being circulated. By leveraging the power of document management system workflows, your organisation can achieve streamlined and error-free document handling, enhancing productivity and accuracy while ensuring that the right documents reach the right stakeholders in a timely and efficient manner.
Organised
Enhance Efficency
Reduced Storage Space
In addition to being inefficient, paper document storage can also be financially burdensome. Implementing a document management system eliminates the need for space-consuming document cabinets, enabling businesses to optimise their office space. As more organisations embrace remote work options and allow employees to work from home, reducing reliance on paper documents can lead to a more streamlined and scalable office environment.
If your office currently houses a dedicated room for storing cardboard filing boxes, it may be prudent to re-evaluate record retention and destruction programs. Transitioning to a digital document management system not only reduces costs and minimises waste but also enhances the overall efficiency and effectiveness of your organisation. By embracing digital document management, businesses can achieve cost savings, reduce environmental impact, and improve their overall operational processes.
Advance
We Know Your Needs
Better Collaboration
Effortless collaboration is a key benefit of utilising a Document Management System. With the ability to access documents from multiple locations and share them with different stakeholders, both internally and externally, based on established rules and workflows, your organisation can achieve seamless collaboration. Additionally, the Document Management System provides robust access controls, allowing you to exercise full control over document permissions. Access can be granted, monitored, and approved, with comprehensive version control ensuring that the most up-to-date document versions are utilised. This level of control empowers your organisation to efficiently collaborate on documents while maintaining strict security measures and ensuring compliance with your established policies and procedures.
Secure
Protection and Backup
Disaster Recovery
A Document Management System ensures comprehensive protection and backup of any paper documents held by your business, safeguarding them against potential disasters such as flooding, fire, and other forms of destruction.
Through the system’s archival functionality, documents are securely stored as soon as they are imported, eliminating the risk of misplacement or loss. This robust backup and archival capability provides peace of mind, knowing that critical documents are safe and retrievable even in the face of unforeseen events.
By leveraging a Document Management System, your organisation can effectively mitigate risks associated with physical document storage and ensure the integrity and security of your valuable information assets.
ISO 9011
With Transparency
Regulatory Compliance
Compliance with industry regulations and certifications such as ISO 9001 is a critical aspect of business operations in many industries. Failing to meet compliance requirements can have significant repercussions on business growth.
Implementing a Document Management System mitigates the risk of non-compliance by providing comprehensive visibility and control over business documents. Through features such as approval history, audit trails, and automated record retention and archiving, documents are fully traceable and can be easily managed in accordance with compliance requirements.
This level of transparency and automation ensures that your organisation maintains compliance with industry regulations and certifications, safeguarding your business operations and supporting sustainable growth.
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