Document Management – Is it Right for Your
Business?

So, what is Document Management?

Document Management essentially is the process automating those processes within your business and enables the process of storing, routing, and retrieving documents from within a highly secure environment. That means to you, greater efficiency and substantial cost and space savings.

Having a proper document management solution in place can deliver benefits in so many ways:

Making home/remote working possible and easy
Reducing your storage space requirements
Enhancing the security of your critical data
Easy and efficient document storage and indexing
Ensuring you are operating compliantly
Fast and accurate document retrieval
Better collaboration capabilities
Delivering back up and disaster recovery peace of mind

In addition to those benefits listed, there are so many other reasons a Document Management system can bring order to your business from flexibility, a competitive edge, improved customer and supplier relations and the knowledge you are working as efficiently and profitably as possible.

How do you know if a Document Management System is right for you?

To assist you in considering your suitability, we would ask you to consider the following questions in an honest and subjective manner.

We are confident they will help you evaluate your business currently and how potentially it could be much improved with the introduction of electronic document management in realising your objectives, delivering efficiencies and realising your ROI quickly.

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How does your business currently store and access documents?
Do you have stable and consistent platforms, systems, tools and/or policies for document storage and sharing these between departments?
Have your employees been able to securely access all the documents and processes they require whilst working from home?
Can you securely control access and assign differing permission levels to individuals and/or documents in your business?
Are your teams/departments able to easily collaborate on projects within your company and with outsiders? (Procedures, tools, frequency, etc.)
What would be the impact on your business if important document were modified, moved, deleted, or stolen?
How might you benefit from knowing that when a document is scanned it will be indexed automatically, allowing you to find it quickly and easily weeks, months, or even years later?
Can you and your employees securely access documents from a mobile phone, tablet or personal computer?
Does your business have in place a disaster recovery plan? If so, does it include all of the documents your employees work with or just those most critical?
Is your business subject to regulatory compliance requirements related to document security, retention, and/or destruction and are you confident you are complying with these?
Have you ever permanently lost or misfiled an important document?
 If so, how did this occur?
 What were the consequences of the loss in terms of time and cost?
 If not, how would the loss of an important document impact your business and effect your customer relationships?
Does your business make use of automated workflows?
 If not, is this something you have ever considered?
 If yes, why do you believe the project was unsuccessful?
Which, if any current manual processes you employ within your business could be automated? (Data entry, invoice processing, document approval processes, HR/employee onboarding processes, etc.)
Would you consider it a business asset if your senior management had a more transparent view of your business-critical operations? (for example, Sales and purchase ledger, order processing, contracts and employee recruitment)
Do you hold many versions of specific documents and can you be certain the most recent is being used?