Document Management Solution

What problem does a Document Management System address?

As the amount of information that we work with multiplies, we find that it becomes increasingly difficult and time consuming to always find the information we need. People may be aware of particular documents they directly work with, but it is usually much harder to find all of the relevant information produced in other parts of the company.

This results is in enormous amount of company knowledge that is being wasted because people can not find
the information, or they spend too long trying to look for it.

Storing information electronically instead of in paper format

A DMS can be of great help, allowing us to move a lot of electronic and paper-based information into a more efficient repository. For example bills, invoices, contracts, letters and images can all be scanned and entered into the DMS repository. Once there it can be accessed by multiple people whenever needed (no more running around to see who has last years invoices folder).

When the information is in a DMS repository it becomes possible to do electronic searches, in ways that are simply not possible with paper. This gives the employees a powerful tool for finding and using relevant information, that is many times more efficient than trying to track down old pieces of paper. The information also remains in the system as long as needed, rather than getting lost and forgotten in a folder somewhere.

Benefits

A Document Management System provides the following benefits:

• Information is consolidated - The information all goes into a repository rather than being scattered around the corporation in different places
• Multiple people can access the information as needed - Once the information is in a repository it is accessible by anyone that has rights to it. This is of enormous benefit to international companies or businesses split over different geographies.
• It adds power and saves time - Employees can perform powerful searches and obtain the results in seconds.
• Company Knowledge is more accessible - Giving employees the ability to search efficiently makes it much more likely that internal knowledge will be re-used rather than re-learnt.
• A system that manages information leads to less confusion and fewer mistakes - A DMS provides features like automatic versioning, approvals, and Check-In/Check-out that ensure employees always work with the correct versions and can not overwrite each others changes.
• More control - Features such as alerts, make it possible for managers to be automatically informed whenever specified documents are changed. This can be an effective way to obtain notification of any changes to contracts or policy documents.

Our services

3S provides complete services to help you plan, deploy and integrate a DMS into your organisation. We help to do an inventory of existing documents and then migrate them correctly to the new repository. We will also show how the full power of the system can be utilised by employing an optimal directory structure, document properties, profiles, templates and security.

We are a partner for ColumbiaSoft and can offer a total solution, based on Document Locator, that is very cost-effective. We have also developed our own synchronisation service to make the administration of users significantly easier (click here for more details). Our customers receive a solution that is straight forward, easy to use, powerful, and considerably cheaper than competing DMS solutions.

Our solution make Document Management more accessible to clients who were previously discouraged by the complexity and cost of other systems.

Contact form

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