What is Document Management?

As well as providing businesses with new and dynamic workflow systems, Key Digital’s Document Management Systems (DMS) offer many efficiencies and cost saving features to optimise business processes and streamline operations:

Efficiency – Capture, enhance, separate and manage data quickly and efficiently with the use of workflows and automated processing. Sort documents easily with automatic document separation features such as OCR for file and folder naming or barcode separation mapping.

Data security – Convert readable data into disjointed letters and symbols that cannot be meaningfully deciphered without a secret mathematical key.

Access control – Enable central system administrators to allow/disallow access to data; the most common type of access control is role-based, where an administrator allows access to records based on the individual’s job role.

Authentication – Ensure that a person attempting to access data is who they say they are; the most common type of human authentication is a password, but other, stronger authentication methods include two-factor and three-factor iterations.

Redaction and data splitting – Digitised documents can be more easily split and redacted while in a DMS. Credit card information can therefore be split by information sets, such as “numbers only” or “name and numbers” based on which employee is accessing the database.

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The effects on your business

Transitioning from a predominantly paper-based organisation can be daunting, but digital document management processes can help businesses gain control of their data.

It makes good business sense to take advantage of tactics for improving efficiency and productivity, especially when they apply broadly, instead of only to a department or project team.

Searching for documents: The average employee wastes 3.5 hours every week searching for documents that they ultimately fail to find. With digital document management, time spent searching drops to seconds – especially with a system that uses automated indexing, meaning you won’t need to worry about losing documents again.

Process speed: Whether you’re processing an invoice, managing applications or updating price books, these projects require sequential or simultaneous collaboration before departmental approval. Automated workflows can significantly reduce time taken as the process owners see immediately where documents are held up and take action accordingly.

Automating workflows: Running paperwork back and forth takes time and introduces the potential for errors. A digital workflow, however, allows you to combine electronic documents and workflow rules that automate the process. For example, you could create a rule that ensures any invoice over £3,000 for example, is automatically routed to a senior employee, and any invoice for less than that goes to another employee for approval. The result is fewer errors and greater transparency, and better process efficiency.

Cost savings: Transitioning to the digital management of documentation introduces numerous opportunities for cost savings, from decreasing the physical space required to store paper records to automating tedious tasks.

Key Digital’s DMS solutions help to eliminate many repetitive manual tasks required to maintain paper documentation (such as advanced workflow integration), in turn freeing staff to focus on more important duties.

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