Research groups like the Gartner and IDC have found that 10% of all business processes revolve around searching for information and/or documentation, 86% of invoices are still printed on paper and 95% of company information is on paper. And the average worker prints out 45 sheets of paper daily. These staggering numbers clearly demonstrate the importance of proper document management.
1. Single Repository
Our document management system acts as a single repository. This means that it can accommodate: paper documents, Microsoft Office documents, photos, audio files, videos, emails, faxes, reports, and other printable material.
2. Integration
In order to increase efficiency, our system can integrate with your existing applications so that the exchange of information is automatic. Having an integrated document management system will ensure that you: avoid dual data entry, eliminate indexing errors and achieve single-key document retrieval.
3. Workflow
Our document management system improves on existing workflows by helping to monitor, route, locate and control documents throughout your business processes. It can provide for automatic routing of documents and parallel processing, allowing more than one person to work on a document at a time.
4. Scalability
Our system is able to grow with your organization as it is scalable in terms of functionality and the number of users it can support across additional departments and/or locations.
5. Remote Access
As companies adapt to a more mobile work environment their data, documents and workflows must adapt with them. Remote access with our system will allow employees, users, and even customers to access documents as easily from home or remote locations as they can when working in the office.
6. Security
Document management systems hold far more information than ever before which is why security is more important than ever. Layered security systems ensure that confidential information doesn’t fall into the wrong hands. This includes user access controls establishing or restricting access by functions like viewing, printing, or emailing in addition to password protection and remote access security.
7. Efficiency Tools
The efficiency of a document management system will be determined by how easily your users can access processes and documentation that were previously paper-based. Efficiency and usability can also be enhanced with features like document assembly capabilities, forms recognition, OCR annotation and redaction, all of which are included in our document management system.
8. Accountability & Auditing
Our document management system provides a complete record of every action performed across the enterprise. Each document has its own record of actions with a log that includes several identifiers such as the date and time, user, activity, detail, network address, and workstation.
9. Disaster Recovery
Disaster recovery is important to consider when implementing a document management system. Backing up your data to an off-site, secure location will minimize disruption in the event of a physical disaster, hardware/software failure, power interruptions, or viruses. When you add our industry-leading online backup solution AIMVault, you can rest assured that your data will be safe in any eventuality.
10. Compliance
You might be in an industry that has regulations and legal standards that you are required to comply with, especially when it comes to documentation and data management. Using our DMS will ensure you remain compliant with the relevant government regulations.