Master Your Document Workflow

How Do You Handle Document Management?

In today’s fast-paced and technology-driven world, the volume of documents and information generated within businesses and organizations is staggering. Proper document management has fast become an essential aspect of daily operations.

Document management refers to the process of capturing, storing, organizing, securing, and retrieving digital and physical documents. Its significance cannot be understated, as it not only enhances efficiency but also safeguards sensitive information.

What Is Document Management?

Document Management is the process of creating, storing, organizing, and maintaining digital and physical documents in an organized and secure manner.

The goal of document management is to make it easier for organizations to access, share, and collaborate on important information and to reduce the risk of data breaches and unauthorized access.

How Document Management Solutions Benefit Your Business

DMS By The Numbers

In 2020, it was reported that 22% of data breaches involved paper documents. This highlights the importance of secure document management solutions to safeguard sensitive data. (Source: Shred-it)

A study conducted in 2020 found that 85% of businesses believed that having a document management strategy in place was more important than ever due to remote work requirements. (Source: Crowe)

On average, employees spend about 20% of their time searching for information. However, A well-organized DMS can significantly reduce time wastage and enhance overall productivity. (Source: McKinsey)

Increase Efficiency

Document management systems make it easier for organizations to access, manage, and share information, reducing the time and effort required to find and use important information.

Improve Security

Document management systems provide secure storage for sensitive information and enforce access controls, reducing the risk of data breaches and unauthorized access.

Stay Compliant

Document management systems can help organizations to comply with regulations and standards, such as the EU’s General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA). Digital documents are managed and accessed in a secure and compliant manner, reducing the risk of penalties and fines.

Recover From Disaster

Document management systems provide a disaster recovery solution in case of fire, flood, or other natural disasters. Digital documents can be quickly and easily restored in the event of a disaster, reducing downtime and minimizing the impact on business operations.

Document Management Vs. Enterprise Content Management: An Overview

Document Management

Enterprise Content Management

Document Management focuses on managing individual documents throughout their lifecycle. It involves organizing, storing, retrieving, and tracking documents, often in a centralized repository. The primary focus is on managing the content within individual documents, such as text files, spreadsheets, presentations, images, and PDFs.

Document Management mainly deals with managing individual documents, ensuring version control, securing access, and enabling efficient document collaboration within teams.

Document Management is often tightly integrated with specific business processes, such as document approval workflows, document routing, and collaboration on specific documents.

Document Management systems may offer integrations with other software tools, such as office suites and file sharing platforms, to enhance document creation and collaboration.

Document Management systems are often implemented at the departmental level to address specific document-related challenges within a particular team or area.

ECM involves managing the entire lifecycle of all types of content and information within an organization, including documents, records, emails, digital assets, web content, and more. ECM aims to capture, manage, store, preserve, and deliver all forms of content that exist across various departments and systems within an enterprise.

ECM goes beyond just documents and includes diverse content types. This includes structured and unstructured data, multimedia files, emails, records, web content, and other information assets used throughout the organization.

ECM focuses on optimizing and automating entire business processes that involve the flow of content and information across different departments and systems. It streamlines end-to-end processes, integrating content management with other enterprise systems to improve overall efficiency and collaboration.

ECM solutions are designed to integrate with a wide range of enterprise systems and applications, such as Customer Relationship Management (CRM), Enterprise Resource Planning (ERP), and Human Resources Information Systems (HRIS). This integration ensures a seamless flow of content and data across various business processes.

ECM is implemented at the enterprise level and is meant to serve the entire organization. It provides a holistic approach to managing content and information across departments, ensuring consistency, collaboration, and compliance across the entire enterprise.

Still Not Sure What’s Right For Your Company?

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The Key Components of Document Management

Creation

Allow users to create new documents, including text documents, spreadsheets, presentations, and images. Integrate with other software and tools, such as Microsoft Office, to allow for seamless document creation and editing.

Storage

Secure storage for digital and physical documents. Store multiple versions of a document and track changes over time, making it easier to manage and maintain document archives.

Visual depiction of document management system

Collaboration

Real-time collaboration on documents, makes it easier for teams to work together on projects and initiatives. Add comments, feedback, or approvals, and track changes and updates to documents over time.

Office worker using document management system

Organization

Intuitive organization and categorization of documents, making it easier for users to find the information they need. Organize into folders, categories, and tags, and set up automatic categorization for new documents based on pre-defined rules.

Access

Secure access to documents ensuring that only authorized users can view and edit sensitive information. In addition, enforce access controls, such as read-only access or time-limited access, to further protect sensitive information.

Retention

Easily enforce document retention policies, ensuring that important information is not deleted or lost. Automatically archive or delete documents based on pre-defined rules, reducing the risk of data breaches and unauthorized access.

Do More With Enterprise Content Management Workflows

No matter the size of your operation, we offer affordable, tailored solutions to all of your workflow demands. This could include:

Project Management

ECM systems can be used to manage project documents, track progress, and collaborate with team members.

Approvals

ECM systems can be used to route documents for approval, track the status of approvals, send notifications and store the approvals history for auditing purposes.

Knowledge Management

ECM systems can be used to store and share knowledge, such as best practices, training materials, and product documentation.

Compliance

ECM systems can be used to ensure that organizations are compliant with regulations, such as those governing financial reporting and healthcare information

Legal Discovery

ECM systems can be used to store and manage legal documents, such as contracts, pleadings, and deposition transcripts.

Customer Relationship Management (CRM)

ECM systems can be used to store customer data, such as contact information, purchase history, and support tickets.

Put Your Content At Your Fingertips

Don’t let manual processes slow your business’ momentum. Contact Waltz today for a document management solution that streamlines your workflow and puts you in the fast lane!

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