Top 10 Benefits of Document Management Software

1. Find Documents Faster

With a digital Document Management software like DocuWare, you can scan or save documents directly into the system. The system then reproduces a readable and searchable version of that document which you can find in seconds. Instead of searching a physical location, or searching for a filename, with a DMS software you can search for anything contained within the document, speeding up retrieval significantly. Using OCR technology (Optical Character Recognition), a DMS can convert scanned text into editable fields, giving you the opportunity to not only find, but edit.

2. Streamline your processes and increase efficiency

Document Management software is perfect for businesses who need to pass documents between departments or offices. When one person scans or saves a document into the system, it becomes searchable by other members of your team straight away. With our DMS, we were able to streamline the ordering process for a wholesaler customer of ours. Orders came in and were completed by the warehouse team, scanned in on the warehouse floor and uploaded to the DMS. The administration team could then immediately process the order. No more walking from office to office, or filing them manually. This solution also meant that admin staff could work and collaborate on documents remotely.

3. Reduce Costs

The obvious advantage to having a digital document management system is that it can save your business a lot of time and resources. Not only does having searchable documents mean your team spend more time completing tasks, but it also saves on paper costs, physical files, storage, and floorage space. You’ll also no longer need to spend money on reproducing lost documents.

“Not only does having searchable documents mean your team spend more time completing tasks, but it also saves on paper costs, physical files, storage, and floorage space.”

4. It’s user friendly

All leading DMS software are designed to be straight-forward for end users. The benefits of using this over traditional means is that you can collaborate on documents, navigate the file system easily, and integrate with other applications. For example, our solutions can be integrated with all Office products, ProClaim for the legal sector, and more. 

5. Stronger Security and Compliance

All Document Management providers have in place robust security, providing you with the confidence that your overall data security is assured. I would advise anyone looking at a Document Management software to check their level of security and certification. For example, DocuWare is certified to ISO 27001 standard for implementing and continuously improving its information security management system. Having a DMS helps you store and process data and documents correctly in compliance with GDPR by allowing only approved personnel to have access.

6. Audit, Track, Report

Let the DMS do the work for you. This software can maintain a complete audit trail of activity. You can see which users have edited a document, when they’ve edited them, and stores previous versions so you can revert at will. Document audits can be viewed quickly and depending on the software, audit reports can be exported.

“This software can maintain a complete audit trail of activity. You can see which users have edited a document, when they’ve edited them, and stores previous versions so you can revert at will.”

7. Reducing Paper

You can reduce your paper waste by having digital copies of your files which you can edit. It also reduces paper waste by allowing you to edit your documents and switch between versions in the audit trail, cutting down on multiple printed versions. This has the added benefit of bolstering any environment and sustainability commitments you have.

8. Error Reduction

A digital document management system can be set up to reduce administration errors with features like Automatic Indexing and Intelligent Indexing. Automatic Indexing is when the system is set to recognise the type of document you have scanned in and automatically sorts it for you. Intelligent Indexing is when it learns to do this over time based on input. DocuWare does this brilliantly, and can be set up so you no longer have to worry about human error and lost documents. For even more control, the system can flag documents that may be scanned incorrectly or have obscured text so you can be sure your documents are going to the right place. During the demonstration and installation process, we can help train your DMS to understand the specific way your documents are formatted further speeding up the process.

9. Scalable to Your Business

As your business grows, your solution can, too. Without the limitations of physical copies, you can grow your business and your file repository without worrying about physical space. To give some perspective, 100gb of storage will equate to around 1,000,000 scanned pages. So you can see how with a small amount of digital space you will be able to store a huge amount of data.

“Without the limitations of physical copies, you can grow your business and your file repository without worrying about physical space.”

10. You Have Options

Last but not least, is that with software like this, you have plenty of choices. One size does not necessarily fit all. Depending on the size of your business, your industry, or your processes, there will be a solution that best fits you. While the choice can be daunting, we can help. We will look at your current practices and your operational needs and select the best software to fit your business.

I hope the information above helps you get a better picture of some of the benefits of Document Management software. If you are interested in knowing more, please contact us and we’ll be happy to discuss further.

0161 474 0085
enquiries@woodbankoffice.co.uk