Storing your business information, data and documents in a centralised document repository is a wise decision for any business wanting to protect its files and electronic assets.
What can centralised document storage do for your business?
Storing files on desktops and on local drives can cause electronic filing chaos, data redundancy and unnecessary duplication. A document management system gives the advantage of providing a business a single actual document repository shared between all its resources. Documents are made easily accessible and less space is needed to store them! Searching for electronic documents is made simple in a structured filing scheme and as a result, document retrieval is quick and reliable.
Storing digital documents in a centralised document repository makes the complex business task of daily backups easy. Having one single point of backup for business documents simplifies back plans and in a case of any or disaster, files are restored easily and downtime for the business is minimised.
Using a DMS to store electronic assets and files, provides a business with immediate information critical to its clients, cases, projects etc. directly from a centralised document repository. Centralising and making this knowledge-base accessible allows authorised users to search for information and documents simply based on the content they are looking for. Once found, documents and information can be retrieved and shared with colleagues quickly, without duplication and all without leaving the system.
Don’t risk inadvertently sharing intellectual business property via email or allowing employees to access information without the proper controls. A DMS offers the control of sensitive corporate information by storing it in a centralised document repository. A DMS can control user permissions to determine who accesses, views and edits documents and the information they contain. A DMS can also provide an audit trial that logs individual user interaction with the data it stores. It’s so much safer than simple file sharing; DMS features user authentication and password protection to ensure only authorised users access the documents they have permission to see.
Mistakenly deleting data and files is a common occurrence but is preventable when data is centralised and secure. A document management software can secure documents and also store past document revisions. This functionality allows users to quickly access, review and use past versions without having to spend costly time recreating documents such as legal texts, forms, presentations and spreadsheets.
Regulation across various sectors is increasing and businesses are spending more time managing their compliance than ever before. Collating business documents and information in a central repository such as a document management system, means audit trials can trace what’s happened to them, documentation can be distributed as needed, data protection responsibilities can be shown, and regulatory tasks documented and tracked.
Welcome To Docusoft
Docusoft has been successful in implementing software solutions that deliver efficiency and productivity to a wide range of clients since 2003. The Docusoft suite of solutions are effective where there is a requirement for structured indexing, where document and process compliance is necessary, and where there is a significant dependence on document handling, processing and workflow. The Docusoft DMS is a comprehensive solution for managing all documents in a single environment. It includes all the key functions to capture and retrieve any document in any format, store documents securely, provide user access controls, search using both structured and unstructured (OCR) techniques and deliver documents to users using an integrated workflow.
Nancy is a freelance writer, with years of experience, creating content and own a blog, Read her amazing content on srcitisvpi.com