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Document management is fairly broad term which applies to a number of processes for the storage, organisation, retrieval and editing of documents within a business. A large number of companies offer services to make one or all of these processes easier, more efficient and, in many cases, more cost effective.
Obviously the level of document management services that a company requires depends on the volume of documents handled and the level to which the management of documents impinges on the core business activities. To help you decide which document management solutions are appropriate to you, here’s a quick rundown of the most common services:
Document Management Solutions: What’s On Offer?
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Document Scanning
Large archives of paper documents can take up lots of storage space, make retrieving the right document a time consuming process and lead to lost or mislaid files. Having all your documents scanned and stored digitally, either on-site or off, remedies all of these problems.
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Confidential Document Destruction
Boxes of documents can be destroyed safely and confidentially after scanning with a certificate of destruction for Data Protection compliance. Careful tracking of documents through the scanning process ensures that the only documents shredded are those you specifically request be destroyed.
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Document Storage
If destroying the originals is not an option, documents can be stored off site and then scanned and emailed to users when requested. Careful archiving and indexing of documents ensures accuracy and a secure system of requesting documents ensures that documents don’t end up in front of the wrong eyes.
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Digital Mailroom
Incoming mail can be redirected to a document management company for scanning and emailing to the relevant contact or uploading to a CRM system. Companies which carry out high volumes of mail correspondence with customers find this particularly useful for e.g. processing orders.
In addition, a fully hosted document management solution provides an integrated software based solution which allows employees across an organisation to store, retrieve, edit or collaborate on scanned and newly created documents. A central database allows easy searching of documents with access limited according to user status and a clear audit trail to see who’s been accessing documents, when and what actions have been taken. This database can easily be backed up to prevent irreversible data loss and for Data Protection, employment law or accounting regulation compliance.
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