#clouddocumentmanagement

[alwajeeztech]

Documents Management in ALZERP Cloud ERP Software

In today’s fast-paced business environment, managing and organizing documents effectively is crucial for operational efficiency. ALZERP Cloud ERP Software offers a robust Documents Library or File Storage feature, designed to streamline document management and ensure your business remains agile, compliant, and efficient. This article delves into the comprehensive capabilities of the Documents…

[documentmanagementsoftware-blog]

What is Document Management? - Docusoft

A system that allows you to create, store, manage, file, protect, collaborate, search and retrieve digital documents.

Our document management system stores all digital documents in the cloud and provides a solution that simplifies the flow of important information across an organisation.

A good document management solution can help an organisation to centralize and make accessible, all of its files and data from one place, keeping track of all of the important documents, speeding up workflow, improving accuracy and providing access to documents any time, from any place and on any device! So, by choosing our document management system, you will remain ahead of the pack and provide your employees with a solution that empowers them to more work efficiently and effectively.

Why is a document management system important?

Businesses’ create, transform and store huge numbers of digital documents: contracts, agreements, proposals, HR documents, marketing material, quality manuals, health and safety manuals, etc.

These documents are often saved randomly on laptops, servers, the cloud, and other storage devices. You may have files stored in the Cloud using apps like Dropbox or OneDrive, or on your desktop, in email attachments and other paper documents stored in boxes in the basement! So what happens when you can’t find a file you need for your next meeting that starts in the next 5 minutes?

Have you ever wasted precious time searching for a document on your computer, in the paper filing cabinet or in your email and attachments? Browsing through hundreds of folders, searching in your disorganized email inbox, searching through your cloud files and not being able to find that one important document!

A document management system makes the management of electronic files and documents easier, faster and efficient.

There are many reasons to think about if you are considering implementing a document management solution for your practice.

Cleaning up your laptop or computer

A document management system allows you to save all of your files to one location and then delete them from every other location where they had been stored.

Reduce Paper and take the next step in becoming Paperless!

If your company still uses paper documents, switching to a document management system can help reduce the amount of paper used and wasted and also save money in the form of additional costs of printing, storing, maintenance and filing. Going paperless can save you money but also benefits the environment too! Everyone should be helping the environment these days!

Improve overall Office Efficiency.

If you or any employees do spend a huge amount of time searching for documents, just think what this is costing the business! The task takes resources away from doing a job that makes the business money! a document management system can improve efficiency and free up time!

Our document management system provides a central location for all your Word, Excel and PDF files. It also gives the ability to save client or customers emails to their files making it a more efficient way of your employees being able to review any correspondence between your company and your client/customer/supplier. The browser-based interface also makes it extremely easy for them to access this information from any device, quickly and efficiently. Employees no longer need to take files to meetings; they can just log in to the document management system to see the documents they need.

Safe and Secure

When important business documents need to be kept safe and secure, and easily accessible, the best way is to store them in a DMS. A central location in the cloud to save your documents. All of your documents are saved and backed up using AWS storage. You can also set up two-factor authentication for extra security.

Our document management system comes with numerous features including folder access control, document auditing, version control, and non-admin users cannot delete from the system. By storing your files in the cloud helps ensure these documents can be found easily and can be accessed by the right people at the right time and from any location.

Search Capabilities

If you have not yet implemented a document management solution, then finding the right document at the time you need it can be very difficult. Our document management systems perform searches quickly and efficiently. Its excellent search capabilities allow documents to be retrieved by any or indexed field, and it can even search content from a file.

Better Accuracy

Our document management system provides all the features users need to manage the creation and any subsequent editing of documents. Collaboration features help users to manage versions, maintain quality and reduce inaccuracies. Features include version control and document annotation, and with document auditing users can see what changes have been made to a document.

Reduced Storage & Supply Costs

Without a document management system, and taking in to account the cost of paper, printing, office space, storage facilities, let alone people to manage all this paper, the cost of document creation and management of these documents can be very high

Summary

Docusoft can help you manage your documents so that you don’t have to worry.

Our software is very versatile and can be adapted to work with any type of business. We are already experts within accountancy, business recovery, distribution and housing sectors.

Docusoft Cloud Filer is our ‘cloud-based’ document management solution. It is an easy-to-use system developed to meet any business’ specific document management needs. Docusoft CloudFileris the most complete solution for paper reduction. It is comprehensive in terms of functionality for document and email capture, search and retrieval, document workflow, user management, and client response. Filing is made easy with Docusoft add-ins for Microsoft that allow you to file emails, letters and other documents directly from the application you are using – Outlook, Word and Excel, etc. Docusoft CloudFiler is designed to make the tasks of managing, filing, searching and sharing documents in the cloud even easier – any time, any place and from any device!

Help your employees to reduce the amount of time these spend searching for documents and let them focus on the things that really matter and offer a more effective contribution to your business’s success.

[documentmanagement-blog]

What is Document Management? - Docusoft

A system that allows you to create, store, manage, file, protect, collaborate, search and retrieve digital documents.

Our document management system stores all digital documents in the cloud and provides a solution that simplifies the flow of important information across an organisation.

A good document management solution can help an organisation to centralize and make accessible, all of its files and data from one place, keeping track of all of the important documents, speeding up workflow, improving accuracy and providing access to documents any time, from any place and on any device! So, by choosing our document management system, you will remain ahead of the pack and provide your employees with a solution that empowers them to more work efficiently and effectively.

Why is a document management system important?

Businesses’ create, transform and store huge numbers of digital documents: contracts, agreements, proposals, HR documents, marketing material, quality manuals, health and safety manuals, etc.

These documents are often saved randomly on laptops, servers, the cloud, and other storage devices. You may have files stored in the Cloud using apps like Dropbox or OneDrive, or on your desktop, in email attachments and other paper documents stored in boxes in the basement! So what happens when you can’t find a file you need for your next meeting that starts in the next 5 minutes?

Have you ever wasted precious time searching for a document on your computer, in the paper filing cabinet or in your email and attachments? Browsing through hundreds of folders, searching in your disorganized email inbox, searching through your cloud files and not being able to find that one important document!

A document management system makes the management of electronic files and documents easier, faster and efficient.

There are many reasons to think about if you are considering implementing a document management solution for your practice.

Cleaning up your laptop or computer

A document management system allows you to save all of your files to one location and then delete them from every other location where they had been stored.

Reduce Paper and take the next step in becoming Paperless!

If your company still uses paper documents, switching to a document management system can help reduce the amount of paper used and wasted and also save money in the form of additional costs of printing, storing, maintenance and filing. Going paperless can save you money but also benefits the environment too! Everyone should be helping the environment these days!

Improve overall Office Efficiency.

If you or any employees do spend a huge amount of time searching for documents, just think what this is costing the business! The task takes resources away from doing a job that makes the business money! a document management system can improve efficiency and free up time!

Our document management system provides a central location for all your Word, Excel and PDF files. It also gives the ability to save client or customers emails to their files making it a more efficient way of your employees being able to review any correspondence between your company and your client/customer/supplier. The browser-based interface also makes it extremely easy for them to access this information from any device, quickly and efficiently. Employees no longer need to take files to meetings; they can just log in to the document management system to see the documents they need.

Safe and Secure

When important business documents need to be kept safe and secure, and easily accessible, the best way is to store them in a DMS. A central location in the cloud to save your documents. All of your documents are saved and backed up using AWS storage. You can also set up two-factor authentication for extra security.

Our document management system comes with numerous features including folder access control, document auditing, version control, and non-admin users cannot delete from the system. By storing your files in the cloud helps ensure these documents can be found easily and can be accessed by the right people at the right time and from any location.

Search Capabilities

If you have not yet implemented a document management solution, then finding the right document at the time you need it can be very difficult. Our document management systems perform searches quickly and efficiently. Its excellent search capabilities allow documents to be retrieved by any or indexed field, and it can even search content from a file.

Better Accuracy

Our document management system provides all the features users need to manage the creation and any subsequent editing of documents. Collaboration features help users to manage versions, maintain quality and reduce inaccuracies. Features include version control and document annotation, and with document auditing users can see what changes have been made to a document.

Reduced Storage & Supply Costs

Without a document management system, and taking in to account the cost of paper, printing, office space, storage facilities, let alone people to manage all this paper, the cost of document creation and management of these documents can be very high

Summary

Docusoft can help you manage your documents so that you don’t have to worry.

Our software is very versatile and can be adapted to work with any type of business. We are already experts within accountancy, business recovery, distribution and housing sectors.

Docusoft Cloud Filer is our ‘cloud-based’ document management solution. It is an easy-to-use system developed to meet any business’ specific document management needs. Docusoft CloudFileris the most complete solution for paper reduction. It is comprehensive in terms of functionality for document and email capture, search and retrieval, document workflow, user management, and client response. Filing is made easy with Docusoft add-ins for Microsoft that allow you to file emails, letters and other documents directly from the application you are using – Outlook, Word and Excel, etc. Docusoft CloudFiler is designed to make the tasks of managing, filing, searching and sharing documents in the cloud even easier – any time, any place and from any device!

Help your employees to reduce the amount of time these spend searching for documents and let them focus on the things that really matter and offer a more effective contribution to your business’s success.

[documentmanagement-software-blog]

Document Management Factors Small Businesses Must Assess

Have you ever considered how document handling and processing can impact your business and the effect this can have on an employee’s average working day?

If you’ve ever lost important documents, you will know how costly it is to recreate them or have them duplicated. Apart from the physical cost, it also takes unnecessary time and causes unwanted frustration. Do you collaborate on documents or create legal documents that have to be approved by a given deadline? The deadline is approaching fast and you’re wasting time collating and reviewing comments from colleagues! Do you send important documents by post to ensure they are delivered on time?

Here are some of the document management factors that can affect your business.

Many employees use email for collaboration. Just think about the number of attachments that will be duplicated and the confusion this may cause if the final version needs to be traced! Find ways of electronically managing documents to reduce duplication and provide tools that will allow employees to annotate and review these annotations.

On average, nearly 10% of business documents may be lost, misplaced or misfiled. Discover if there are more efficient ways of filing the documents securely.

Searching for documents but not finding them wastes a considerable amount of employee time and may be cited as a the key factor that can account for lost organisational productivity. Discover if there are more efficient ways of filing the documents and searching for these documents and information when needed.

Employees can spend a notable amount of time getting documents signed or documents approved. Research tools that allow workflow approval and offer digital signatures.

Many professionals need to be able to collate information from many different types of documents and then present these in another. Think about how much time is spent finding this information, how documents are collated and how a new document can be created.

The cost to send a parcel by post in the UK starts at £7.25. Review what types of documents you are sending to customers and the costs involved to send them. Do you know how much time is spent by employees on these document related tasks?

These factors clearly indicate it is important to review any document management process and analyse the time they take; time spent filing, searching or re-creating documents for example. Review document handling systems or workflows that route documents between each stage of the processes to understand how efficient these are for the business.

Review any paper based document processes that remain, and review the paper documents that remain consuming costly physical storage space. These types of documents are hard to reach and find, especially those stored off-site. Adopting the concept of a paperless office by creating electronic documents can significantly improve accessibility of this vital information. Finally, consider the benefits of introducing an electronic document management system to reduce or eliminate many of the electronic or paper based document process problems that can attribute to the reduction of business productivity and efficiency.

[docusoft-document-management]

Document Management System for Every Business

Businesses look continually for that competitive edge. And with today’s digital economy, where so many products and services are being commoditised and processes automated, any initiative to deliver improvements in any core business processes must be viewed as offering a slight business advantage. Managing documents and information has long been seen by enterprise businesses as a way to improve processes and add to that competitive edge. And today, small and medium size business owners now view information and document management as more than just an administrative task. With each passing day and the plethora of documents and information a business creates, the profile of this critical management duty is raised and its importance highlighted. With so many regulations to comply with and data to protect, the importance of secure document and information management is a topic to which more and more small and medium sized organisations must devote more time. It is also as important to consider how this once pure administrative task can provide some business advantages. A document management system is a software solution that provides businesses with a system to manage and control every aspect of electronic files and documents; from scanning paper documents and combining these with existing soft documents, to storing them in a secure central repository, that is accessible to users at any time, from anywhere. A DMS will include many features and tools that allow users to search, review and process their documents. The business benefits are many, here are just a few:     Reduce Acquisition Time and Storage Needs. A DMS will have options to allow users to manually and or automatically acquire electronic documents and index them. Some will also offer A.I. features to train the system to store document information systematically. With customisable indexing and integration with other document creation tools, a DMS can quickly become the foundation of a businesses’ information management strategy. Allowing user to reduce the time to index and help reduce storage requirements. Improved Safety, Security and Access Control Safeguarding your data, and ensuring regulations that effect both business and personal data should be addressed by a DMS. It is important that a system provides the means to not only secure the digital files it stores, but also the data related to these files. A Secure Document Management system will also provide tools to secure access to the system, offering preferences that define policies about who and how a user can access the system, the documents and information it stores and how this can be shared with others. An important feature that systems should also offer is document and activity audit trails. These are particularly important where evidence may be required for compliance with regulatory standards. Document Control and Workflow The control of working documents and how these are shared with colleagues will also be addressed by a DMS. Features for versioning, locking files and archiving will need to be included. Combine these document control features with workflow features that allow documents to be sent to colleagues and co-workers, for action or for their information, and for these processes to be tracked and updated, will help deliver improvements of efficiency in these workflow and document control processes.

[alwajeeztech]

Letter Printing in ALZERP Cloud ERP Software

Key Features of the Letter Printing Feature 

MS Word-like Editing Interface: Enjoy a familiar editing experience with features similar to Microsoft Word.

Template Creation: Save frequently used letter templates for future reuse, streamlining the letter-generation process.

Company Letterhead Integration: Automatically include your company’s letterhead and watermark logo for a professional appearance.

Search and Retrieval: Easily find and retrieve letters based on various criteria, such as written date, author, or recipient.

[documentmanagement-blog]

What to Look for in a Document Management System?

Having an organised working environment is vital for the success of a business practice given the current challenges such as customers and clients expecting faster response times and increasingly burdensome regulatory requirements. Regardless of the size of the business organisation, handling documents manually is time-consuming. and often results in data loss and extended response times.

Although initially, it appears that the flow of documents can be managed, it’s not really possible with the constantly increasing volume of correspondence – and it is not just paper; there are electronic communications too. This is why businesses turn to digital document management systems to help automate the process of document management. Document management software enables the organisation to convert paper files to digital storage, and enhance the ability to share all type of documents and information.

With the constantly changing requirements of a business, the nature and functionality of the document management application have evolved. Early document management systems used to support only a limited number of file formats, but now the software has developed enough to be able to support a plethora of digital formats.

Choosing a document management software application depends on several factors as it needs to fit in and be adaptable to the company structure and work culture.

Here are some of the most important factors to help you make the right decision:

Scanning – Scanning is an essential element in the business and most document management system provide the feature to scan documents. However, some systems take this further by providing the ability to recognize bar codes on the documents, to make it easier to both track and store the document information.

Accessibility – The documents, once stored in the system, can be accessed through not only the machine that was used to store it but also shared across multiple users and multiple devices – especially if the document management system is cloud-based.

Storage – Document management systems store documents conveniently on a server that can be in-house, or, if its a cloud-based system, the data is stored on a cloud server. Compared to manual storage, the servers can store huge numbers of documents, and this has the ability to free up significant amounts of office space which otherwise would have been required for storage. Efficient document management systems not only store documents but through micromanagement, can reduce the required space on the server by keeping track of user activities and archiving data that is not likely to be required in the immediate future.

Filing structure – Document management systems should be flexible in terms of the filing structure to suit the needs of your business. If the structure is too rigid then it may not fit into your working practices and methodologies.

[documentmanagementsoftware-blog]

What to Look for in a Document Management System?

Having an organised working environment is vital for the success of a business practice given the current challenges such as customers and clients expecting faster response times and increasingly burdensome regulatory requirements. Regardless of the size of the business organisation, handling documents manually is time-consuming. and often results in data loss and extended response times.

Although initially, it appears that the flow of documents can be managed, it’s not really possible with the constantly increasing volume of correspondence – and it is not just paper; there are electronic communications too. This is why businesses turn to digital document management systems to help automate the process of document management. Document management software enables the organisation to convert paper files to digital storage, and enhance the ability to share all type of documents and information.

With the constantly changing requirements of a business, the nature and functionality of the document management application have evolved. Early document management systems used to support only a limited number of file formats, but now the software has developed enough to be able to support a plethora of digital formats.

Choosing a document management software application depends on several factors as it needs to fit in and be adaptable to the company structure and work culture.

Here are some of the most important factors to help you make the right decision:

Scanning – Scanning is an essential element in the business and most document management system provide the feature to scan documents. However, some systems take this further by providing the ability to recognize bar codes on the documents, to make it easier to both track and store the document information.

Accessibility – The documents, once stored in the system, can be accessed through not only the machine that was used to store it but also shared across multiple users and multiple devices – especially if the document management system is cloud-based.

Storage – Document management systems store documents conveniently on a server that can be in-house, or, if its a cloud-based system, the data is stored on a cloud server. Compared to manual storage, the servers can store huge numbers of documents, and this has the ability to free up significant amounts of office space which otherwise would have been required for storage. Efficient document management systems not only store documents but through micromanagement, can reduce the required space on the server by keeping track of user activities and archiving data that is not likely to be required in the immediate future.

Filing structure – Document management systems should be flexible in terms of the filing structure to suit the needs of your business. If the structure is too rigid then it may not fit into your working practices and methodologies.

[documentmanagement-blog]

Document Management Factors Small Businesses Must Assess

Have you ever considered how document handling and processing can impact your business and the effect this can have on an employee’s average working day?

If you’ve ever lost important documents, you will know how costly it is to recreate them or have them duplicated. Apart from the physical cost, it also takes unnecessary time and causes unwanted frustration. Do you collaborate on documents or create legal documents that have to be approved by a given deadline? The deadline is approaching fast and you’re wasting time collating and reviewing comments from colleagues! Do you send important documents by post to ensure they are delivered on time?

Here are some of the document management factors that can affect your business.

Many employees use email for collaboration. Just think about the number of attachments that will be duplicated and the confusion this may cause if the final version needs to be traced! Find ways of electronically managing documents to reduce duplication and provide tools that will allow employees to annotate and review these annotations.

On average, nearly 10% of business documents may be lost, misplaced or misfiled. Discover if there are more efficient ways of filing the documents securely.

Searching for documents but not finding them wastes a considerable amount of employee time and may be cited as a the key factor that can account for lost organisational productivity. Discover if there are more efficient ways of filing the documents and searching for these documents and information when needed.

Employees can spend a notable amount of time getting documents signed or documents approved. Research tools that allow workflow approval and offer digital signatures.

Many professionals need to be able to collate information from many different types of documents and then present these in another. Think about how much time is spent finding this information, how documents are collated and how a new document can be created.

The cost to send a parcel by post in the UK starts at £7.25. Review what types of documents you are sending to customers and the costs involved to send them. Do you know how much time is spent by employees on these document related tasks?

These factors clearly indicate it is important to review any document management process and analyse the time they take; time spent filing, searching or re-creating documents for example. Review document handling systems or workflows that route documents between each stage of the processes to understand how efficient these are for the business.

Review any paper based document processes that remain, and review the paper documents that remain consuming costly physical storage space. These types of documents are hard to reach and find, especially those stored off-site. Adopting the concept of a paperless office by creating electronic documents can significantly improve accessibility of this vital information. Finally, consider the benefits of introducing an electronic document management system to reduce or eliminate many of the electronic or paper based document process problems that can attribute to the reduction of business productivity and efficiency.

[documentmanagementsoftware-blog]

Document Management Factors Small Businesses Must Assess

Have you ever considered how document handling and processing can impact your business and the effect this can have on an employee’s average working day?

If you’ve ever lost important documents, you will know how costly it is to recreate them or have them duplicated. Apart from the physical cost, it also takes unnecessary time and causes unwanted frustration. Do you collaborate on documents or create legal documents that have to be approved by a given deadline? The deadline is approaching fast and you’re wasting time collating and reviewing comments from colleagues! Do you send important documents by post to ensure they are delivered on time?

Here are some of the document management factors that can affect your business.

Many employees use email for collaboration. Just think about the number of attachments that will be duplicated and the confusion this may cause if the final version needs to be traced! Find ways of electronically managing documents to reduce duplication and provide tools that will allow employees to annotate and review these annotations.

On average, nearly 10% of business documents may be lost, misplaced or misfiled. Discover if there are more efficient ways of filing the documents securely.

Searching for documents but not finding them wastes a considerable amount of employee time and may be cited as a the key factor that can account for lost organisational productivity. Discover if there are more efficient ways of filing the documents and searching for these documents and information when needed.

Employees can spend a notable amount of time getting documents signed or documents approved. Research tools that allow workflow approval and offer digital signatures.

Many professionals need to be able to collate information from many different types of documents and then present these in another. Think about how much time is spent finding this information, how documents are collated and how a new document can be created.

The cost to send a parcel by post in the UK starts at £7.25. Review what types of documents you are sending to customers and the costs involved to send them. Do you know how much time is spent by employees on these document related tasks?

These factors clearly indicate it is important to review any document management process and analyse the time they take; time spent filing, searching or re-creating documents for example. Review document handling systems or workflows that route documents between each stage of the processes to understand how efficient these are for the business.

Review any paper based document processes that remain, and review the paper documents that remain consuming costly physical storage space. These types of documents are hard to reach and find, especially those stored off-site. Adopting the concept of a paperless office by creating electronic documents can significantly improve accessibility of this vital information. Finally, consider the benefits of introducing an electronic document management system to reduce or eliminate many of the electronic or paper based document process problems that can attribute to the reduction of business productivity and efficiency.

[documentmanagement-software-blog]

Document Management System for Every Business

Businesses look continually for that competitive edge. And with today’s digital economy, where so many products and services are being commoditised and processes automated, any initiative to deliver improvements in any core business processes must be viewed as offering a slight business advantage. Managing documents and information has long been seen by enterprise businesses as a way to improve processes and add to that competitive edge. And today, small and medium size business owners now view information and document management as more than just an administrative task. With each passing day and the plethora of documents and information a business creates, the profile of this critical management duty is raised and its importance highlighted. With so many regulations to comply with and data to protect, the importance of secure document and information management is a topic to which more and more small and medium sized organisations must devote more time. It is also as important to consider how this once pure administrative task can provide some business advantages. A document management system is a software solution that provides businesses with a system to manage and control every aspect of electronic files and documents; from scanning paper documents and combining these with existing soft documents, to storing them in a secure central repository, that is accessible to users at any time, from anywhere. A DMS will include many features and tools that allow users to search, review and process their documents. The business benefits are many, here are just a few:     Reduce Acquisition Time and Storage Needs. A DMS will have options to allow users to manually and or automatically acquire electronic documents and index them. Some will also offer A.I. features to train the system to store document information systematically. With customisable indexing and integration with other document creation tools, a DMS can quickly become the foundation of a businesses’ information management strategy. Allowing user to reduce the time to index and help reduce storage requirements. Improved Safety, Security and Access Control Safeguarding your data, and ensuring regulations that effect both business and personal data should be addressed by a DMS. It is important that a system provides the means to not only secure the digital files it stores, but also the data related to these files. A Secure Document Management system will also provide tools to secure access to the system, offering preferences that define policies about who and how a user can access the system, the documents and information it stores and how this can be shared with others. An important feature that systems should also offer is document and activity audit trails. These are particularly important where evidence may be required for compliance with regulatory standards. Document Control and Workflow The control of working documents and how these are shared with colleagues will also be addressed by a DMS. Features for versioning, locking files and archiving will need to be included. Combine these document control features with workflow features that allow documents to be sent to colleagues and co-workers, for action or for their information, and for these processes to be tracked and updated, will help deliver improvements of efficiency in these workflow and document control processes.

[documentmanagement-blog]

Document Management System for Every Business

Businesses look continually for that competitive edge. And with today’s digital economy, where so many products and services are being commoditised and processes automated, any initiative to deliver improvements in any core business processes must be viewed as offering a slight business advantage. Managing documents and information has long been seen by enterprise businesses as a way to improve processes and add to that competitive edge. And today, small and medium size business owners now view information and document management as more than just an administrative task. With each passing day and the plethora of documents and information a business creates, the profile of this critical management duty is raised and its importance highlighted. With so many regulations to comply with and data to protect, the importance of secure document and information management is a topic to which more and more small and medium sized organisations must devote more time. It is also as important to consider how this once pure administrative task can provide some business advantages. A document management system is a software solution that provides businesses with a system to manage and control every aspect of electronic files and documents; from scanning paper documents and combining these with existing soft documents, to storing them in a secure central repository, that is accessible to users at any time, from anywhere. A DMS will include many features and tools that allow users to search, review and process their documents. The business benefits are many, here are just a few:     Reduce Acquisition Time and Storage Needs. A DMS will have options to allow users to manually and or automatically acquire electronic documents and index them. Some will also offer A.I. features to train the system to store document information systematically. With customisable indexing and integration with other document creation tools, a DMS can quickly become the foundation of a businesses’ information management strategy. Allowing user to reduce the time to index and help reduce storage requirements. Improved Safety, Security and Access Control Safeguarding your data, and ensuring regulations that effect both business and personal data should be addressed by a DMS. It is important that a system provides the means to not only secure the digital files it stores, but also the data related to these files. A Secure Document Management system will also provide tools to secure access to the system, offering preferences that define policies about who and how a user can access the system, the documents and information it stores and how this can be shared with others. An important feature that systems should also offer is document and activity audit trails. These are particularly important where evidence may be required for compliance with regulatory standards. Document Control and Workflow The control of working documents and how these are shared with colleagues will also be addressed by a DMS. Features for versioning, locking files and archiving will need to be included. Combine these document control features with workflow features that allow documents to be sent to colleagues and co-workers, for action or for their information, and for these processes to be tracked and updated, will help deliver improvements of efficiency in these workflow and document control processes.

[documentmanagementsoftware-blog]

Document Management System for Every Business

Businesses look continually for that competitive edge. And with today’s digital economy, where so many products and services are being commoditised and processes automated, any initiative to deliver improvements in any core business processes must be viewed as offering a slight business advantage. Managing documents and information has long been seen by enterprise businesses as a way to improve processes and add to that competitive edge. And today, small and medium size business owners now view information and document management as more than just an administrative task. With each passing day and the plethora of documents and information a business creates, the profile of this critical management duty is raised and its importance highlighted. With so many regulations to comply with and data to protect, the importance of secure document and information management is a topic to which more and more small and medium sized organisations must devote more time. It is also as important to consider how this once pure administrative task can provide some business advantages. A document management system is a software solution that provides businesses with a system to manage and control every aspect of electronic files and documents; from scanning paper documents and combining these with existing soft documents, to storing them in a secure central repository, that is accessible to users at any time, from anywhere. A DMS will include many features and tools that allow users to search, review and process their documents. The business benefits are many, here are just a few:     Reduce Acquisition Time and Storage Needs. A DMS will have options to allow users to manually and or automatically acquire electronic documents and index them. Some will also offer A.I. features to train the system to store document information systematically. With customisable indexing and integration with other document creation tools, a DMS can quickly become the foundation of a businesses’ information management strategy. Allowing user to reduce the time to index and help reduce storage requirements. Improved Safety, Security and Access Control Safeguarding your data, and ensuring regulations that effect both business and personal data should be addressed by a DMS. It is important that a system provides the means to not only secure the digital files it stores, but also the data related to these files. A Secure Document Management system will also provide tools to secure access to the system, offering preferences that define policies about who and how a user can access the system, the documents and information it stores and how this can be shared with others. An important feature that systems should also offer is document and activity audit trails. These are particularly important where evidence may be required for compliance with regulatory standards. Document Control and Workflow The control of working documents and how these are shared with colleagues will also be addressed by a DMS. Features for versioning, locking files and archiving will need to be included. Combine these document control features with workflow features that allow documents to be sent to colleagues and co-workers, for action or for their information, and for these processes to be tracked and updated, will help deliver improvements of efficiency in these workflow and document control processes.

[documentmanagement-blog]

Regulations requiring the need to maintain data compliance

Walking into accounts offices, it is still common to see shelves full of files filled with invoices, both sales and purchase. There is a statutory obligation to keep records for at least 6 years, so this has a bearing on their retention. These days, a great deal of invoices are received from suppliers in an electronic format. What happens to these? More often than not, they are printed out and passed to the accounts office for processing, before they end up in the aforementioned files on the shelves. At some stage they will need to be moved off the shelves, to make room for the more current batches. So, they may end up in an attic, or perhaps a storeroom or a garage. In some circumstances, offsite storage may be rented. The next stage in the lifecycle is the removal of the papers, once they have passed their retention date. This is one of those jobs that probably gets put off time and again until space once again runs out. There are all sorts of ways to deal with the invoices going forward, to either radically reduce or even eliminate the issues completely. However, what about the backlog – apart from waiting over 6 years for them to run their natural course? It would be possible to simply scan all of the document store electronically. However, this might be quite time consuming if they are scanned individually, and then renamed to something meaningful. If scanned in bulk, with lots of invoices making up one electronic file, but this could be a problem to search to locate a required item for retrieval. Scanning them and applying “tags” to them to be able to find them again quickly could also be time consuming. How about a system then to automate the filing based on text recognised on the documents? The data is extracted using optical character recognition and then populated into fields that can be used for fast searching. So, an invoice date may be a field, as would the invoice number, the supplier name etc. What are the benefits? All the existing paper files can be removed, freeing up space. Off-site storage can be relinquished saving costs, and, importantly saving time in having to handle the paperwork again in the future. This is just one area where paperless technologies can be applied. There are many others….a subject for future blog posts!

[documentmanagement-software-blog]

Regulations requiring the need to maintain data compliance

Walking into accounts offices, it is still common to see shelves full of files filled with invoices, both sales and purchase. There is a statutory obligation to keep records for at least 6 years, so this has a bearing on their retention. These days, a great deal of invoices are received from suppliers in an electronic format. What happens to these? More often than not, they are printed out and passed to the accounts office for processing, before they end up in the aforementioned files on the shelves. At some stage they will need to be moved off the shelves, to make room for the more current batches. So, they may end up in an attic, or perhaps a storeroom or a garage. In some circumstances, offsite storage may be rented. The next stage in the lifecycle is the removal of the papers, once they have passed their retention date. This is one of those jobs that probably gets put off time and again until space once again runs out. There are all sorts of ways to deal with the invoices going forward, to either radically reduce or even eliminate the issues completely. However, what about the backlog – apart from waiting over 6 years for them to run their natural course? It would be possible to simply scan all of the document store electronically. However, this might be quite time consuming if they are scanned individually, and then renamed to something meaningful. If scanned in bulk, with lots of invoices making up one electronic file, but this could be a problem to search to locate a required item for retrieval. Scanning them and applying “tags” to them to be able to find them again quickly could also be time consuming. How about a system then to automate the filing based on text recognised on the documents? The data is extracted using optical character recognition and then populated into fields that can be used for fast searching. So, an invoice date may be a field, as would the invoice number, the supplier name etc. What are the benefits? All the existing paper files can be removed, freeing up space. Off-site storage can be relinquished saving costs, and, importantly saving time in having to handle the paperwork again in the future. This is just one area where paperless technologies can be applied. There are many others….a subject for future blog posts!

[documentmanagementsoftware-blog]

Regulations requiring the need to maintain data compliance

Walking into accounts offices, it is still common to see shelves full of files filled with invoices, both sales and purchase. There is a statutory obligation to keep records for at least 6 years, so this has a bearing on their retention. These days, a great deal of invoices are received from suppliers in an electronic format. What happens to these? More often than not, they are printed out and passed to the accounts office for processing, before they end up in the aforementioned files on the shelves. At some stage they will need to be moved off the shelves, to make room for the more current batches. So, they may end up in an attic, or perhaps a storeroom or a garage. In some circumstances, offsite storage may be rented. The next stage in the lifecycle is the removal of the papers, once they have passed their retention date. This is one of those jobs that probably gets put off time and again until space once again runs out. There are all sorts of ways to deal with the invoices going forward, to either radically reduce or even eliminate the issues completely. However, what about the backlog – apart from waiting over 6 years for them to run their natural course? It would be possible to simply scan all of the document store electronically. However, this might be quite time consuming if they are scanned individually, and then renamed to something meaningful. If scanned in bulk, with lots of invoices making up one electronic file, but this could be a problem to search to locate a required item for retrieval. Scanning them and applying “tags” to them to be able to find them again quickly could also be time consuming. How about a system then to automate the filing based on text recognised on the documents? The data is extracted using optical character recognition and then populated into fields that can be used for fast searching. So, an invoice date may be a field, as would the invoice number, the supplier name etc. What are the benefits? All the existing paper files can be removed, freeing up space. Off-site storage can be relinquished saving costs, and, importantly saving time in having to handle the paperwork again in the future. This is just one area where paperless technologies can be applied. There are many others….a subject for future blog posts!