#clouddocumentmanagementsoftware

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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.

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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.

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The Best Document Management Software for 2019

Organisations have begun to realize the importance of structured filing and the plethora of benefits that can be achieved by an efficient Document Management System. Now that you decide to go digital and standardize your office process by implementing a Document Management System there arises a question of choosing the one which fits the purpose.

With so many options at our disposal, we have to answer so many questions but most important

● Which Document Management Application is the current best?

● Do I opt for a Cloud Document Management Software or a Desktop Document Management Software?

● Which document management system would suit our filing structure?

● Is it GDPR compliant?

● Does it integrate with all documents types that we use?

Your search ends here as Docusoft Document Management ticks every single checkbox!

Docusoft is one of The Best Document Management Software for 2019 and has been helping an organization manage their documents efficiently for over a decade. We understand every organization is different and what else sets you apart from the competition other than innovation! and we are here to help you make things even better by automating your day to day activities so you could focus on what really matters for your business to grow.

Unlike most other Document management systems we do not limit you on options, Docusoft is available both on Cloud and also as the desktop-based system so you choose what suits you best. Moreover, the system is very user-friendly and we offer freedom to choose your own filing structure and you are not confined to work with some rigid template.

Being one of the leading providers of Document management for years we understand the importance of being compliant with the regulations and we make it our priority to develop our product in lieu of the regulatory norms. Docusoft (v7) has undergone rigorous evaluation and meets all the requirements the ICAEW stipulate for security and compliance which forms the core for our development and used as a base for our latest desktop and cloud versions while ensuring we are GDPR compliant as well.

We encourage you to try out our system free for a month and we would also provide you a personal demo of the software to help you get started. For more details and to book an online demo please click here!

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What are Accountants looking for?

Accountants have traditionally been highly dependent on paper. And they are becoming increasingly aware of the high costs of managing paper-based files and the limitations associated with the processing inefficiencies. In addition, email has become the communication tool of choice and it is extremely inefficient to print off all emails to keep a client file up to date. Practice Management, Tax Software, and Accounting Systems are utilized to generate client documents and in many cases duplicate documents are created for filing purposes. And there are numerous documents stored on network drives which need access and filing too. This all adds up to having to support a variety of documents in various locations, with inherent duplication, security, access, and inefficiency issues.

Accountants are now looking at solutions to increase their productivity and efficiency by reducing their dependence on the paper store and by maintaining a single storage environment for all client information in all formats. In addition, information needs to be available both locally and remotely, and access to the information needs to be provided when visiting clients.

How can we help?

The Docusoft DMS is an ICAEW accredited document management solution that will manage all your paper, emails, and all other documents in a single environment.

The Docusoft DMS is a comprehensive solution for capturing, managing and processing documents. This core software includes a wide range of integration options, email management, extensive paper capture options, integration with MS-Office for document filing, file capture and import options, extensive search and retrieval, a fast document viewer, and a whole host of other functions to improve efficiency and productivity. Users can fully customize the filing structures to meet specific requirements which also enable access controls to be applied. The Docusoft DMS is a secure document store where no information can be accidentally deleted, also included is a comprehensive audit trail to maintain compliance. The secure Docusoft Portal and the Docusoft PDF Merge tools are just two of the added value products provided to deliver enhanced document processing and delivery capabilities.

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Outlook users get their own integrated document management system with Docusoft

Docusoft announces a new integration to enable the seamless use of Docusoft’s document management system without leaving your Outlook email client.

Now, directly from your Outlook desktop email client, you can search and preview documents stored in your document management system. You can forward documents to colleagues and track them in your DMS. You can file emails from Outlook or securely send a document to a client.

The new integration for Outlook delivers all the key powerful document and information management features included with Docusoft’s software. A new tab in Outlook delivers the functional buttons that will be familiar to Docusoft users; enabling document workflow, file versioning, repurposing documents, refiling, searching, encrypted document delivery and more.

Searching documents is a breeze with Docusoft’s OCR search features – it’s just like any other free text search!

When working with email, the ‘Client details’ button provides direct access to the Docusoft ‘Client Card’. The Client Card aggregates customer and contact information from across Docusoft and any other integrated business systems. Simply select an email and click on the Client Details button. If the company and contact are known to Docusoft already, the ‘Client Card’ for the company will be shown. If the email address is not registered already in Docusoft, you can assign the email address to the correct client

Docusoft MD, Mr. Shekhar Chauhan commented, “This brand-new integration will save our customers a huge amount of time! Now, a Docusoft user can receive an email from a client requesting that some documents are sent to them. Now using Outlook, a Docusoft user can search, find and preview documents stored in the DMS, and then reply to the request and send over documents – and all this without leaving their Outlook email client! The amount of time saved is huge and we believe this will become a much more convenient way to work.”

The new Docusoft integration for Outlook will be available to existing customers as an update on 31 January 2018.

If you are interested in seeing how easy it is to find your documents in Outlook, then contact us about the Docusoft integration for Outlook. Visit www.docusoft.net to book your personal demo or alternatively call 0800 061 2515.

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Cloud Document Management Software

Storing files on personal computers and network drives is a good start towards achieving a structured digital filing system and can be used to store personal information, but managing the structure tends to depend to a great extent on personal preference and work style however in a profession environment where every user stores his own set of documents based on his own prefered structure the structure varies to a great extent and becomes difficult to access documents.

Having a structured filing system is crucial for faster accessibility of documents and smoother day-to-day operation of the organisation. This creates a need for central document repository and an organised filing system that can do this better than a Cloud Document Management System.

Cloud Document Management Software gives the advantage of providing a business with a central document repository shared between all its resources. Documents are made easily accessible and by avoiding duplications lesser space is needed to store them!

Storing documents on the cloud would make document management both convenient and secure and takes away a lot of pressure from your IT team as the data is stored and backed up on the Cloud by the Document Management provider and also reducing the upkeep cost and storage cost.

Using a Cloud document management systems instead of using own server to store documents improve document security from both types of threats deliberate and natural.

While there are a lot of ways to keep data secure most organisations lack the tools that are needed to mitigate the risks posed by external agencies which can be countered to a great extent with elaborate encryption algorithms and firewalls which the data centres are equipped with Similarly, risks arising out of natural disasters are also managed with a robust backup system since Cloud Document Management Providers make this one of their core responsibility to ensure data security and prevent any data loss.