Cloud Based Document Management

What is cloud-based Document management?

Simply put, it’s a system that operates in the cloud where you can store all your files and company documents and retrieve them easily and securely whenever you want from anywhere around the world.

What are the benefits of a cloud-based system?

Cloud document management systems offer a vast number of benefits when compared to paper documents, some of which include:

  • Easy storage, supervision, and retrieval of documents at any point and irrespective of geographical location.
  • Reduced storage costs associated with physical files.
  • Enhanced security and privacy and control over sensitive information
  • Full GDPR compliance
  • Backup and disaster recovery
  • Advanced search capabilities mean less time is spent on searching for important files and docs
  • Real-time collaboration
  • Version history: who viewed the file, when, and what were the changes made
  • Fosters teamwork & collaboration and many more!

When is Document Management relevant?

Every company needs to manage the documents and content they produce on a daily basis. Streamlining this crucial information helps employees and stakeholders be more productive and focus on the work that matters. Within most organisations there is a requirement to view stored documents. Be they physical paper, digital or emails, especially for functional heads who deal with paper-heavy processes. Best examples of these processes area accounts payable complaints handling, contract management, and Human Resources. In addition, highly regulated industries such as legal, financial, manufacturing, logistics, and healthcare, may have to comply with legal and regulatory rules mandating paper records.

Why not use our server or file storage?

Most companies use file management on personal drives and servers. While it’s true that a shared company drive offers many advantages when compared to a paper-based system, they are still inferior to document management solutions.

One of the biggest concerns with shared drives is that they have limited indexing capabilities and limited security. Searching for documents is often as time consuming as using a paper-based system. While it’s possible to restrict access to particular files or folders, there are still ways that data can be compromised.

Within shared drives, files can easily be misplaced. For instance, if a user moves a file into a different folder, saves a file using a different name, or accidentally deletes a document, the process of retrieving the file can be cumbersome and time-intensive.

How do customers “business justify” these systems?

Some customers make the mistake of using the overall number of invoices that can be processed without human intervention as the ultimate performance indicator, this is sometimes referred to Time and effort wasted in locating documents amounts to a lot more than one would think. Recent research has indicated that nearly 10% of an average office worker’s day is spent trying to locate existing information and documents. it is often easier to recreate something than it would be to try to find it.

A process that is document intensive and requires frequent exchange of information or If the process requires geographically distributed teams to access information and process it, then there is a strong case for cloud-based solution.

In some cases, companies are using external document storage companies to physically hold and retrieve paper documents. These solutions can be very expensive and do not typically allow quick access to the required information.

How quickly can I get up and running?

One of the advantages of a cloud-based system is that it needs no additional IT infrastructure from the customers perspective. Typically, a system can be deployed within days.

What level of training will my team need?

As long as users are familiar with browser-based applications, then the interface for our cloud solutions are uncomplicated, familiar, and easy to use. Normally a user will feel comfortable with storing and searching for documents within an hour.

Will it work with our internal systems?

The document management solution will act as a separate, centralised repository. However, direct links to documents can be placed within external ERP, CRM type solutions for quick access.

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If you would like to know more about what Dygitized can do for you please fill out the form below. Please explain your requirements or specific issues that you are facing.

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