Drowning in paper? Build efficiency and productivity with document management

Any business with document-related processes knows how much time is spent creating paperwork, revising it, managing and sharing versions, updating some more, purging, and filing. It’s enough to make your head spin. On top of that, according to IDC the typical knowledge worker spends about 30% of the day just searching for information.

That’s a lot of time devoted to dealing with paperwork.

With document management services, you can significantly streamline those processes, to create, file, find, and manage all your documents quickly and easily. From HR and the legal department to AP/AR and sales, you not only can save the space previously needed to store hard copies ─ you can free employees from repetitive, time-consuming work so they can focus on the tasks that really need a personal touch.

SOS can help you implement a cloud-based document management and workflow solution that takes the hard work and expense out of maintaining a business archive and library. The solution provides all the tools you need to manage the process from document creation to end-of-life.

  • Easy-to-use equipment and software tools for digitizing hard-copy documents
  • Document indexing for fast and accurate scanning, search, and retrieval
  • Simple drag and drop functionality for importing and organizing files and drives
  • A single repository with built-in security and access control features
  • Customizable workflows and collaboration tools for tracking, version control, and expiration data
  • A cloud solution with all capabilities built in and ready to use
  • Ability to work with legacy systems and scale for growth

No more fruitless searches, thanks to touch-of-a-button availability

There are many compelling advantages to going paperless. Perhaps the biggest is that all your employees have the information and documents they need immediately available on their desktops ─ not buried in a box, sitting in a basement, or at an off-site location.

Centralized storage and single-source convenience

By moving from physical storage to digital DocuWare document management services, the intellectual property of your business gets stored in a single, secure repository. It helps you avoid personal copies stored by employees and the dissemination of multiple versions. Instead, it creates a single centralized, trusted source, so you know that the document you’re retrieving is the authorized, approved, or current version.

Personalized access and security

A central repository also lets you control who has access to your organization’s intellectual property. Controlling access is not just nice to have ─ it’s a crucial part of your security plan and regulatory compliance (e.g., GDPR, HIPAA, Sarbanes-Oxley). A single, secure digital repository enables your security team to determine each individual’s rights and permissions, and to monitor the retrieval of sensitive information. Document destruction can also be set up and automated to ensure legal compliance.

Reduced printing costs

In addition to easy, authorized retrieval, digital libraries help your organization save on printing costs and reduce the amount of paper that ends up in a wastebasket or recycle bin. Creating and disseminating digital documents eliminates time-consuming, labor-intensive printing, as well as costly editing and updating. Digitizing is good for both the environment and your business’s bottom line.

Efficient digitizing of physical documents with document indexing

Converting hard-copy documents to digital files has never been easier. SOS provides hardware and software tools that perform advanced, automated scanning, creating digital files in the most commonly used file formats, such as PDF, Word, Excel, PowerPoint, and text. During the scanning process, indexing automatically extracts metadata from a document, to accurately identify and classify it for future search and retrieval as well as workflow integration.

Easy-to-use collaboration tools and automated workflows

The best document management solutions are designed to save your business both time and money. The DocuWare solution supports collaborative file sharing and easy web-based intranet, extranet, and mobile access. Your teams have more tools to efficiently create, share, manage, and collaborate on projects. In addition, creating customized workflows automates the process, making sure every document gets the attention and approval it requires.

Benefits of document management services

With document management services, you can improve accuracy, enhance productivity, and protect your business’s intellectual property. Plus, you save on printing costs and avoid time-consuming document archiving tasks. As an added bonus, you can get rid of the boxes, file cabinets, bookcases, supplies, and square footage for storage ─ not to mention, avoid wasting valuable time searching for, maintaining, and retrieving physical documents.

SOS makes it easy to go paperless and streamline tasks with document management.

Contact us to get started