The DocuWare solution

Anota are primarily document management specialists who work with the award-winning DocuWare system, helping companies across the UK and Ireland set a new pace for productivity and teamwork where information flows effortlessly between key decision makers.

Organisations – regardless of industry – process vast amounts of documents in both digital and paper form. These organisations usually perform best when they can capture, store, access, and manage documents with speed and efficiency. Without the hassle of cumbersome workflows. Without the difficulty of finding the information. Without the feeling that a file’s gone missing.

The chances are, your organisation is no different. You probably recognise the inefficiencies of managing all this paper, and that tedious manual processes are impacting productivity. You likely also acknowledge there’s a better way of handling and managing all these documents.

Perhaps you’ve already implemented a solution in your own business and are reaping the benefits? If not, it may be time to embrace document management.

What is document management?

Document management — also known as document management systems (DMS) — helps you organise paper and digital files in a central digital repository. These systems process, capture, store, manage and track documents within your organisation. However, that’s only the half of it.

The standard components of a DMS

Any DMS usually has certain standard components. These include:

  • Capturing and storing: Easily process documents from a variety of sources such as scanners and printers and store these documents in a central digital repository
  • Control access and security: Set smart rules to control who has rights to access certain documents — particularly useful for documents of confidential nature
  • Indexing and retrieving: Scan and index documents automatically for easy tracking and retrieval. Indexing happens in a variety of ways, e.g., by assigning distinctive tags
  • Sharing: Share any documents safely across multiples systems without fear of loss
  • Collaborating: Collectively work on documents while avoiding multiple versions
  • Business intelligence: Manage, organise and access business-critical records and information
  • Integration: Systems today have workflow modules and can integrate with other systems to automate processes and reduce inefficiencies

Can you do document management in the cloud?

Many systems were on-premises solutions that may have had dated technology. But, today new systems — available for project management, human resources (HR), and managing documents — are mobile friendly, many are cloud-based, and provide local server/system integration.

Many companies are transitioning from these older systems to cloud-based ones, and this proliferation will only continue. According to Gartner, Inc., “More than £1 trillion in IT spending will be directly or indirectly affected by the shift to cloud during the next five years. This will make cloud computing one of the most disruptive forces of IT spending since the early days of the digital age.”

Driving this proliferation is the “lightness” of the cloud. In comparison to on-premises systems which require upgrades, installations, and regular maintenance, cloud deployment is rapid and requires minimal maintenance.

This “lightness” provides many other benefits including the ability to scale and better operational flexibility. The results? Improved efficiency, productivity, and agility — all of which help you set a new pace for business.

Where can you typically apply document management?

Besides document-centric and common business processes, document management is often used in HR, finance, and sales and marketing. We explore these areas and share two customer success stories in finance and HR.

1. GDPR/Human Resources

HR has some crucial decisions to make such as whom to hire, how to improve the on-boarding process, and how to best manage employees.

A DMS assists HR managers with these critical areas by automating the capture of employee records, HR files, and business documents into a central repository. From there, HR managers can create simple workflows to manage these critical areas. Consider these examples:

  • Finding the right talent is easy because applications forms and email are stored in one central place for easy retrieval by decision makers, and information flows effortlessly between team members.
  • The employee on-boarding process is improved as managers can create digital workflows for all new hires, e.g., you can send automatic welcome and orientation emails

2. Finance and Accounting

Achieve efficiency in finance and accounting areas such as accounts payable, accounts receivable and financial audits.

Accounts Payable

Realise a new pace in accounts payable by:

  • Quickly and easily capturing paper and electronic invoices
  • Assigning documents to predefined file structures for easy retrieval
  • Automatically matching invoices to purchase orders
  • Providing unique workflows for the approval process
  • Avoiding human errors, reducing invoice handling, and eliminating manual data entry

Accounts Receivable

Speed up invoice collections by linking related documents to the order process so that you can create and process invoices faster, and track and manage payments. You can, for example, combine invoicing with release workflows.

Financial audits

Finally, you can store a full and secure record of all business transactions which helps during an audit process. These include emails, contracts, and other confidential information. Access this historical information when you need it, without delays.

3. Sales and Marketing

According to a CSO Insights survey, “88% of sales professionals are unable to find or bring up critical sales material up on their smartphones.” The result? Longer sales cycles and lost deals.

A DMS solves this problem by — among other things:

  • Capturing leads with web forms that can then be routed to the right sales team
  • Storing critical sales and marketing material in a digital repository for retrieval
  • Sharing relevant documents and information with team members securely

Ultimately, your employees become empowered, productivity improves and sales and marketing functions better.