A concise list of enterprise use cases for document management

Briefs, contracts, resumes, invoices – it’s almost impossible to think about all the bits of paperwork that make up your business and contribute to the essential ticking over of your core processes.

Document management is about creating a means to effectively store, access and manage all your documents and data. The key here is having them in a single place. This guide is outlining some top examples of how document management systems (DMS) can be used and how they can benefit the essential core processes of your organisation.

Combining and collating everything together can help avoid duplications and save time on sourcing essential documents. 

It’s also an effective way to help future-proof your organisation. As you scale and pivot, you want to make sure that content management doesn’t drag you down.

If you’re ready for a digital transformation, you’ll likely be researching your options and the best way to approach such a change. Document management systems are one way you can bring everything together and reduce silos within your organisation. 

What is a Document Management System used for?

Document management systems are all about storing and sharing data and documents to facilitate streamlined business processes and cross-departmental collaboration. 

Make live updates

Your teams will be able to update documents with ease, and these updates will be available in real-time. These can be shared and accessed across your organisation. 

Automated invoice processing

A very specific use case for document management systems is the ability to automate invoice processing. This is a core part of any business’s essential accounting functions. Keeping on top of this is all part of managing a healthy cash flow. By processing invoices faster, you can ensure that relationships with your suppliers are well maintained, and you can access up-to-date reports and save money.

Improve customer experience

With effective document management, you can improve consistency and professionalism for your customers. In general, you can also reduce the time it takes to complete work by helping your teams to work more efficiently.

Save time on paper-based filing

You won’t have to worry about the time-consuming constraints that are associated with a great many of your paper-based documents. Save time on filing and reduce the risk of losing or destroying a document accidentally. You also won’t have to worry about paying an archiving company to store so much information. Instead, it will be stored digitally in a way that’s secure. You’ll have full control over who has visibility and access. You can set the parameters to ensure confidentiality and data protection regulations are upheld.

It’s more eco-friendly too!

Promote interaction & collaboration

One of the biggest changes that a centralised, digital document storage solution can assist with is enhanced interaction and collaboration across your teams. It has the power to improve employee satisfaction as documents are easier to locate and update. Parts of your processes can also be automated, meaning less time spent on manual admin tasks and more time spent on other tasks that contribute to the value that your business provides.

Support hybrid working

Some may say that in today’s work climate, it is an employee’s market. One poll found that almost half of workers would consider changing roles if hybrid work was withdrawn or not offered. In general, enterprises tend to operate on a cross-departmental basis or even across various locations.

The bottom line is that having all your documents easily and securely accessible from a connected device means your teams can get on with all the work that needs to be done, without spending too much time tracking down information and documents. It’s efficient and helps to facilitate a harmonious cross-departmental and hybrid working set-up.

Request a demo

To find out more about how this works, speak to one of our experts or request a demo of Doxis, one of the leading document management solutions on the market. Our team will ensure that you’re choosing the right solution for your business maturity level, and that your future goals are also considered. With help from the team at Ignite Technology, we can help reduce the implementation time of your digital transformation.

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.