Document Management for beginners

We love talking about Document Management, and we use our Invu Document Management system every day. But a lot of businesses still don’t really understand what Document Management is and why it’s an essential piece of software for every organisation. In this article we’ll explain what Document Management is, how it works and why it's a game-changer for businesses, particularly when compared to traditional methods for managing documents like filing cabinets and saving files on your desktop.

So, what is Document Management?

Document Management is the process of how an organisation captures, stores, manages, and tracks its electronic documents and data. These documents may come in different formats, such as Word documents, emails, PDFs, images, videos, audio, presentations, spreadsheets, and more. The key aim of Document Management is to organise and safeguard these documents, making them easy to access and retrieve.

And the easiest way to manage your documents and data is by using a Document Management system!

What’s a Document Management system?

A Document Management (DM) system is the digital solution to your document-related headaches. A DM system is like a digital filing cabinet, but better and smarter and without the clutter and inefficiency of paper files. It works as a centralised repository for all your electronic documents and data, where you can manage, search, and collaborate on them.

How does it work?

There are several ways to get your information into a DM system. You can import digital files, create digital files within the system, and scan paper files into the system. All digital files are OCR’d (this uses Optical Character Recognition software to ‘read’ the words on the page). And all files can have meta data added to them (this could be a customer name, reference number, product information and more), which makes it really quick and easy to search for and find a document when you need it.

I save things in a folder on my desktop and store paper files in a filing cabinet and that works fine. How is this better?

There are lots of reasons why a DM system is the best way to store and manage your digital documents – Search, Access, Security, Compliance, File Sharing & Collaboration, Version Control and Workflow. Let’s explore them in more detail.

Effortless Search – Have you ever spent ages searching for a specific document on your desktop or hunting through your filing cabinet? A Document Management system ensures you never lose or misfile a document again. Its powerful search function can locate any file using content and metadata, making it simple to finding the information you need.

Streamlined Access - Traditional methods (documents in filing cabinets, saved on desktops, saved as email attachments, in a colleague’s home office…) can make it challenging for your team to access files quickly, especially in remote or hybrid work settings. With a Document Management system, all files are stored in one central location, ensuring easy access for everyone, no matter where they are based.

Enhanced Security - Traditional methods offer limited security. A Document Management system uses permissions-based access, ensuring that only authorised personnel can access sensitive information, such as HR or financial data.

Compliance and Audit Trails – For businesses dealing with regulatory compliance, Document Management systems generate Audit Trails that track user actions. This is crucial for monitoring who has accessed, edited, or shared files, ensuring that documents are handled compliantly.

Efficient File Sharing and Collaboration – Sharing files and collaborating within a Document Management system is quick and easy. It's just as easy to securely share information with customers, suppliers, and stakeholders outside of your organisation too. Plus, tracking features allow you to monitor when files have been viewed, enhancing communication and accountability. No more sending an email and hoping someone reads it.

Version Control – How often have you worked on the wrong version of a document? A Document Management system ensures that only the latest version is available, preventing unnecessary frustration and errors.

Automated Workflow – Document Management systems do more than just manage your documents and data; they free up valuable time for your team to concentrate on core business tasks. DM systems are great for automating repetitive processes, from capturing data from incoming documents to document approvals, all tailored to your specific business needs. This time-saving magic works by streamlining tasks, reducing human errors, and freeing up your resources, allowing your team can redirect their energy and skills towards critical projects, innovation, and strategic decision-making.

Document Management might be a new concept for beginners, but it's an essential tool for modern businesses. With a Document Management system, you can take control of your documents, create order, automate processes, and streamline your operations. It's a game-changer that simplifies your work and sets you on the path to success. So, consider making the switch from the cluttered desktop or the trusty old filing cabinet to an efficient and organised Document Management system. Your business will thank you for it.

If you would like to find out how a Document Management system can benefit your business, get in touch with Jack Wright, Sales Director at YourDMS. Call 01285 810606 or email jack.wright@yourdms.net.

A new United Repair Centre opens in London

Outdoor clothing brand Patagonia has strengthened its mission to clean up the clothing industry by opening a new repair centre in London.

The California-based brand has long been an advocate for DIY repairs of its clothes instead of buying new, and even offers free postal repairs for customers who are unable to carry our repairs themselves.

It has collaborated with the United Repair Centre in Amsterdam on an innovative scheme to train and employ refugees to repair damaged clothing. Following the success of this collaboration, Patagonia have expanded the scheme to London in collaboration with garment makers Fashion-Enter.

United Repair Centre London opened at the beginning of November at Fashion-Enter’s factory in Haringey, providing 15 UK jobs. People facing barriers to employment, including refugees, will be employed there. To begin with, they will repair clothes for Patagonia’s UK customers, with three more brands set to join the initiative over the coming year.

Alex Beasley, Patagonia’s country manager for the UK, Ireland and Nordics, said: “With the launch of United Repair Centre London, we are looking to dramatically scale our impact and empower other clothing companies to move away from disposability and waste, and weave circularity into their business models.”

You can find out more about the United Repair Centre here.

Source: Positive News

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