Document Management

Looking for a Document Management System?

We know that managing business files can be difficult. In fact, two thirds of businesses in the UK admit that they struggle when it comes to paper documentation. Many still have filing cabinets that are full of their employees or ex-employee’s personal information, invoices and legal and contractual agreements. The good news is that there’s an easy solution to your storage problems with the use of our cloud document management system. What’s more, it also helps ensure that you fully comply with the recent changes to data protection under the new GDPR rules.

Introducing a document management system

If your business is looking to keep track of important files, the solution is a cloud-based document management system. It enables you to store text and image documents in a simple to use directory which you can access them from any location at any time. It allows full search OCR for text documents and custom indexing that helps save you time and gives you full control when searching for important business documents.

Why move to cloud-based storage?

A recent study shows that 66% of businesses in the UK could be at risk, as they’re lacking a proper document management strategy. This can lead to compliance failure and loss of safe auditing for financial purposes which can be disastrous. Another problem is that it can take up to a week for businesses to retrieve paper files.

Using a good document management system means you can easily eliminate the hassle of finding paper files with unlimited storage. You can easily upload scanned documents straight into your business database that will be securely hosted and encrypted in a data centre.

What’s more, it gives you peace of mind that your storage system is GDPR compliant. The UK Government recognise this cloud-based solution as part of the Cyber Essentials scheme and it’s also ISO15489-1 and ISO27001 certified.

You’ll also find that this cloud-based document storage system is tailor-made for SMBs. It features an audit log so you can easily track when the document was uploaded, who by and when it was last accessed. If you label the document as ‘strictly confidential’, administrators can restrict users from accessing the content by applying specific security policies.

There are simple options for easy indexing and creating business workflows which means the right departments are informed once a contract, expenses form or invoice is added to the database. In addition, your Excel, PowerPoint, PDF and Word documents can easily be uploaded to your business database without any errors.

Choosing to use our document management system means you can boost business efficiency, manage data and improve security. If you would like any additional information of the types of document management systems available, call us today on 01904 653789 or click here.