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Purpose of document management systems

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In this blog post, we will look at the purpose of document management systems, which drive businesses to go paperless.

 

Economic benefits of going paperless?

There’s been a growing movement in recent years towards businesses going paperless to reduce costs, improve efficiency, and reduce environmental impact. Let’s look at these in more detail:

 

Save money on costs

Going paperless is on the agenda of most innovative companies. As well as being sustainable, one very simple reason to go paperless is to save on operational costs.

Let this astonishing fact sink in… Printer ink alone costs more per ounce than a bottle of Chanel No. 5!

 

By storing and sharing documents electronically, companies can save money on printing, paper, and ink costs.

 

Increased flexibility

By storing documents electronically, companies can access them from any location. This is ideal for flexible and remote working.

(Remote working brings the additional benefit of decreasing operational overhead costs).

 

Streamline processes

Electronic documentation streamlines processes. Making it simple for employees to access and share documents. Resulting in massively improved efficiency and productivity.

 

Legal compliance

Having an electronic system for documentation also enables companies in certain industries effectively store documentation. Which some of the time can be a legal requirement depending on the industry. This helps to avoid costly fees and fines that can be associated with improper documentation storage.

 

Reduces environmental impact

Also, going digital decreases a company’s ecological footprint from printing and sending out paperwork.

 

Improved security

Finally, storing documents electronically makes them less vulnerable to damage or getting lost.

 

Business solutions for going paperless

There are several solutions that businesses can use to go paperless:

  1. Document management software:  DMS allows businesses to store, organise, and access their documents electronically. (We’ll talk about this in more detail)
  2. Cloud storage: Eliminate the need for physical copies through cloud storage.
  3. Electronic signatures: No paper copies of signatures are needed with e-signatures.
  4. Electronic invoicing and payment systems: Businesses can send and receive invoices and make payments electronically.

By implementing these tools, it is easy for businesses to go paperless.

Therefore, improving their environmental impact, efficiency and cost-effectiveness.

Next, we will focus on document management software as a multifunctional tool for going digital.

 

What is a document management system?

Document management systems are essential for modern businesses.

A DMS helps organisations manage and store their electronic documents.

While providing a central repository for document storage and creation, access to, collaboration and sharing documentation is made easy between employees and customers.

Businesses have the benefit of improving their efficiency, reducing their costs and improving their security by implementing a DMS.

 

purpose of document management systems

The main purpose of a document management system is to store, organise, and manage documents electronically, in a way that is professional, efficient and secure.

A DMS can help an organisation through:

Easier storage and retrieval

The traditional method of sending documentation would involve searching for physical documents, scanning and emailing back and forth.

Instead, through using a DMS, the latest copy of documents can be accessed through a centralised location. Thus making the storage and retrieval of documents quick and easy. Hereby, reducing the time and effort required to find and access important information.

This also negates the risk of errors caused by using outdated versions of documents.

 

Tracking documents

Track and control access to documents, ensuring that only authorised individuals can view or modify them.

 

Templates

Use templates for quick documentation creation.

 

Automation

Automate recurring payments and various tasks for document creation, sending, review and approval.

 

Improved security

A DMS ensures the security and integrity of documents by providing backup and recovery capabilities. As well as a secure sign-in for users.

 

Versatile workflows

Create pipelines for your documents and track their progress.

 

Use e-signature

Use e-signatures within your document without using a third party.

 

Data capture forms

Use forms to get answers from your clients.

 

Integration

Integrate with online accountancy, CRM and ERP systems. Our tool DocFlite works effectively with Hubspot, and SalesForce. As well as accountancy tools Xero, QuickBooks and Sage for seamless data management. – If you already use these tools your life just got a whole lot simpler! We also Integrate your quotation process into your website.

 

Improve collaboration

By allowing multiple users to access documentation and add notes collaboration between team members is improved.

 

Improve sustainability and costs

Sustainability is improved dramatically by reducing the reliance on paper documents, which can be lost, damaged, or stolen.

 

What Types of Document Management Systems are There?

There are several types of document management systems, which can be broadly classified into the following categories:

 

On-premises DMS

An on-premises DMS is held on the company’s systems and networks. This grants the most control and personalisation, although the organisation must manage and look after the hardware and software.

 

Cloud-based DMS

A DMS stored in the cloud and accessed remotely provides scalability, flexibility, and minimal startup costs. While this is a very effective system type (and most popular) for DMS the organisation must rely on the provider to securely handle their data.

 

Hybrid DMS

A DMS that combines on-site and cloud components, giving the organisation control over which to host locally and which to access online.

 

Standalone DMS

A standalone DMS is a single, self-contained system that is dedicated to documenting management.

 

Commercial DMS

A commercial DMS is developed and marketed by a commercial vendor and is typically sold with a license fee and support services.

 

Conclusion- the purpose of document management systems

 

Whether your business is big or small, you’ll reap the benefits of using a document management system.

As your business grows, you’ll have an influx of new clients continuing to add to your repository.

Your storage needs for documentation will increase as well as needing to access them in an efficient and timely manner.

A DMS system will not only enable you to create new documentation such as quotes and invoices but will also help aid in the process of your client’s journey from beginning to end.

You’ll be able to help with client queries at any time and any place with easy and remote access and updating.

Companies who implement a DMS find productivity and efficiency improvements, but also the customer relationship too. Their reputation is improved with professional and quick responses to clients. -Thus in turn, drastically improving your customer relationships and company reputation.

A DMS is indispensable. A tool that will automate workflow and give your business more free time to work on other projects and customer relationships.

 

Using DocFlite DMS

DocFlite offers an efficient and effective DMS solution to improve your business processes and help propel your business into a success.

Our system is a simple but effective tool that is easy to integrate into your business.

 

How we work

In three simple steps, you can have a fully integrated DMS system that will catapult you to better organisation, team collaboration and communication with your clients. And you won’t need to do a thing!

Step 1: Send us your document templates.

Whether you use Word, PDF or Excel.

 

Step 2: We’ll get it all created for you

We’ll set up your account, and create all your templates, user profiles and document branding.

or if you prefer you can create your account independently, its simple to do!

Step 3: Flexibility to make changes to suit your needs

As we demo your new account to you, you can make changes to suit your individual needs and desires.

 

Sectors we work with

Whether you’re in accountancy, the service industry, commercial cleaning, construction, facilities management, sales or software resellers we have a wealth of experience. You can be assured that setting up a DMS with us will be a seamless, uncomplicated and stress-free journey for you.

Simplify your business processes today, and start soaring with the DocFlite documentation management system.

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