Enterprise document management explained

In this guide we’re explaining what enterprise document management is, how it works and why it’s worth having. If your business is looking to use digital solutions to their full potential, particularly to enhance productivity, then this is worth a read.

What is document management?

Enterprise document management is a digital archive that can store all your documents, databases and information in one place. It’s a cloud-based platform that enables teams to access, view, download and edit documents and input data as required. 

It behaves as a single point of access for all the information that your business needs to function. You may wonder how that works with all the separate platforms you’re already using? The answer is simple. You should be able to connect or integrate all or most of your current systems and apps. 

From website content brand guidelines to client onboarding and invoices, you can manage and govern all your documents from within a single enterprise document management system (DMS). 

This way of managing documents is also known as enterprise content management. A step further is intelligent content management, which includes built-in AI automation. These terms are often used interchangeably, but refer to the same thing.

Why is it worth investing in a document management system?

Paperwork, simplified

You don’t have to add all your documents, but every department has the opportunity to benefit from simplified paperwork – from HR to your accounting department. It removes the complexity of storing and archiving paper-based documents and considerably speeds up the time it takes your teams to locate the information they need to get the job done. 

Content searches are AI-powered to more intuitively display what your teams are looking for. The dashboards can also be personalised so your departments can reach what they need in just a few clicks. 

You can manage and process all paper and digital-based information, documents, media files, etc from within a single system.

See related information in one place

Instead of having to visit lots of different platforms, you can see all the related information on a project, client or customer in one place. Not only does this save time, it also reduces the risk of missing important updates.

Improve content lifecycle management

With a document management system, you have the ability to modernise your governance strategies and content workflows. 

You can set the rules required for content approval to go ahead and incorporate routine checks to ensure standards and processes are being followed across the lifecycle of your content.

When onboarding a new project or portfolio, if you need to create documents and processes from scratch, this can take up considerable time. That’s where content repurposing comes in useful. You can use branded templates and set up rules for these to be automatically generated when setting up a new project portfolio, for instance.

Store more documents, use less space

You can store far more in a document management system than you would be able to in a filing cabinet or archive room. Furthermore, when certain documents reach the end of their lifecycle or haven’t been accessed for a certain length of time, they can be automatically deleted to prevent the system becoming cluttered and minimise the risk of outdated documents being used.

Accountability, transparency and protection

Compliance is an important consideration for any business. Document management systems are built with this in mind. You’ll have access to full version histories of content, with access to who has edited what and when. Access permissions can be granted or restricted, which is vital for managing confidential or private information. 

If there’s an internal or external compliance audit, you will more easily be able to retrieve all the information required. 

All documents will be stored on a secure server for the peace of mind of your business. Your teams will be able to securely share files, wherever they’re working.

Compatible with hybrid working

With a single system that everyone can use to access the information they need, this makes the days of needing to chase passwords and endless searches for documents a thing of the past. No-one will need to jump into and out of different platforms to complete their tasks. This makes enterprise content management systems highly compatible with hybrid working environments. Your teams, no matter where they’re working, can access everything they need with ease. It’s an effective way to boost collaboration through enhanced information sharing. 

Save on resources with automated processes

There are a number of automations that you can use with a document management system. These include customer order and invoice processing. By saving time on these administrative tasks, you can free up resources for other tasks. By automating these processes, businesses can improve customer satisfaction and build stronger relationships with external stakeholders.

Want to learn more about how systems, like Doxis, can help with your document management?

Doxis is a leading document management system for enterprises. The specialists at Ignite Technology are happy to talk you through how it works, providing a product walkthrough or demonstration. Book your video call with one of our experts today. 

By Austen Moore

Marketing Manager

Responsible for managing Ignite Technology’s marketing initiatives, Austen uses market research and analysis to direct marketing strategy and planning. He oversees the production of all promotional materials and marketing campaigns. With over 20 years of experience managing a range of companies, Austen’s expertise centres around commercial management, enterprise content management, marketing, sales, project management and team leadership.