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What are the benefits of document management?

Combining these benefits with the "lightness" of the cloud will help you set a new pace for your business.

by Docuware

It is rarely possible to achieve cost reductions unless you remove a significant portion of the work content from the department. Implementing a DMS is the first step in creating a paperless office and will rid you of paper inefficiencies.

1. Lower paper burden: lower costs, less hassle


  1. You spend less time searching for files — a cumbersome and time-consuming task — and more time on high-value work because you can now easily organize and find content.
  2. You no longer have to create multiple versions of the same document for distribution. Instead, store a master copy in a central location for easy access.
      1. Beyond the actual cost of paper — distributing, filing, and storing paper is expensive. Digitizing internal paper-based systems will reduce printing and other operational costs.
      2. Moving paper is slow, but with a DMS you streamline your internal and external processes.

2. Better compliance and security


  1. Securing business-critical information is crucial for business continuity and ensures you don’t “sour” a relationship with a client by losing sensitive customer data.
  2. A DMS secures and protects sensitive information as it’s shared in your organization and provides full data privacy thanks to vigorous disaster recovery measures.


Control document access

You have control over who can view, modify, and share information by setting user and administrative rights. If, for example, you have a contract you only want a specific sales representative to see, you can set access rights.


Prepare for worst case scenarios

Data centers can fail, and natural disasters do happen— just think of the recent floods in Houston. If all your documents were stored in filing cabinets or on a hard drive, you would’ve likely lost it due to water damage.

While the chance of such disaster striking may be slim, why risk it? Instead create multiple, secure and redundant backups using a DMS, so when disaster strikes, you can get back on your feet swiftly.


Protect your information

Finally, rest easy, knowing that your data is compliant with mandates such as HIPAA and General Data Protection Regulation (GDPR). Failing to adhere to such compliance can lead to stiff penalties.


3. Quick and easy integration between systems

hr_complianceIntegration between applications and platforms is easy and ensures the smooth and secure flow of information between people. These systems can also integrate with systems your currently use to create a consistent document infrastructure, automate processes, and prevent the headaches of working across multiple systems.


For example, DocuWare integrates with SAP, Microsoft Dynamics, Sage, Microsoft Sharepoint, QuickBooks, and Microsoft Outlook, meaning you can archive, index, manage and securely share everything from documents, files, financial information, and emails.


4. Improved productivity and efficiency in key areas


According to a 2012 IDC survey, “...information workers waste a significant amount of time each week dealing with a variety of challenges related to working with documents.

This wasted time costs the organization $19,732 per information worker per year and amounts to a loss of 21.3% in the organization's total productivity.


For an organization with 1,000 people, addressing these time wasters would be tantamount to hiring 213 new employees.”

A DMS solves this problem by simplifying how you capture, store, process, and find documents, as well as by automating workflows.  While such automation opportunities exist throughout your organization, certain business areas will benefit the most.


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