Ultra-Efficient Processes and Information Flow
A Document Management System (DMS) extracts data from a wide variety of IT systems found throughout an organisation and stores it centrally in a secure, legally compliant way. Authorised employees can immediately access this wealth of information, no matter the format, via their desktop or cloud. Integration with third-party applications and initial system configuration are both extremely simple and intuitive.
- A central document pool ensures corporate-wide data access
- Seamless workflow processes thanks to 3rd party integration
- Quick search times – increased productivity
- Fast, responsive customer service
Playing Hide & Seek with Data
In the modern business world, employees are constantly exchanging data, such as e-mails, contracts, customer requests, invoices, technical plans, etc. Documents are created, updated and shared daily, if not hourly, and authorised employees need immediate access to them. Questions from customers, partners, suppliers and vendors need to be answered in a prompt, efficient and professional manner.
Unfortunately, the reality is that many companies waste a vast amount of time looking for information – searching through filing cabinets, across several different departments, until they find the required documents. The result? Productivity, profitability, staff motivation and morale, and competitive edge all suffer, which can have a disastrous effect on the company’s bottom line.
Exchanging Information at a Snail’s Pace
Physical documents need to be distributed by hand, often across multiple locations, which can be a slow process, or even worse, could lead to misplacement or loss. Financial documents, legal contracts, blueprints and other hard copies need to be physically stored, often for long periods, which takes up valuable office space.
Creating Information Islands
A paper-free or paper-lite office doesn’t guarantee a seamless flow of information. Without Electronic Document Management (EDM), the IT system used for accounting might not communicate with software used by other departments, which means records will not be archived in a secure way – breaching legal guidelines.
Without a DMS, employees in different departments can only access particular data, customer service and sales personnel can only access part of a customer’s profile, and e-mail is treated as private property rather than an important part of the audit trail. Consequently, no one has a real overview of what’s going on.
Speak to our expert consultants today to see how your business can avoid making these costly mistakes.