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Document Management System

Document Management System Security

When documents are not being properly managed, the chances of information leaking into the wrong hands is very real. If sensitive information is stolen, it can do real damage to your business. A Document Management System (DMS) allows you to keep your business information confidential. Its electronic audit trail means you know who has viewed, distributed or edited files.

Disaster recovery is another area that is improved with a cloud DMS: If there is a fire or flood, a backed-up cloud-based DMS will ensure that business-critical documents are not lost, even if your servers are no longer functional. Can you afford not to invest in a DMS for your business?

The Digitalquill Document Management System

Our Document Management System is easy to use, even if you and your team are not IT literate. It is suitable for all kinds of businesses. I might just be the edge you need to make your company ISO9001 compliant in its record keeping. We are on hand to help with installation and usage, and we can help you design appropriate security policies that work with the system to keep your valuable data safe from prying eyes.

Security is one of our specialisms. As you would expect the system is fully protected and suitable for use with documents that need to be kept safe. Even if you want to access your documents from mobile devices when you are out of the office, we can help to keep you safe. We can do this by adding a secure Virtual Private Network (VPN) to keep your data safe when you are connected to wireless networks on the move.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for 15 years. We can help to save you time and money through our Document Management System. For more information visit our website, call us on 01482 424402 or email office@digitalquill.co.uk.

 

DMS Document ManagementSystem

DMS Document Management SystemA Cloud-based document management system (DMS) is a central repository (or a “single point of truth”) for your company documents. Your team can access, view and share documents with colleagues safe in the knowledge they will always be referring to the latest version. By using a DMS to store your documents in the cloud, they are easier to find and retrieve.

Why Do I Need a Document Management System?

A DMS has a number of features that help you keep control:

  • Version Control – no more worrying about people printing off and retaining out-of-date documents. The Digitalquill DMS uses links instead of attachments to share files. Because of this, users are always redirected to the latest document version. You can see the history of revisions at the click of a mouse.
  • Reduce Email Bandwidth and Storage – all those email attachments going back and forth add strain to your server. You may end up with dozens of copies of the same document being transferred. Save bandwidth and storage by keeping documents in our cloud system and sharing links.
  • Access Anytime, Anyplace, Anywhere – out and about with no access to the office? Maybe just a mobile phone? No problem: you can access the system from anywhere, over a mobile connection or a VPN, and view company documents right from whatever device you have in your hand, without it taking up valuable storage space. All you need is access to a web browser.
  • Distribution Lists – You can set up and store distribution lists within the app itself so documents can be shared without having to leave the system. Emails can be sent with standard text to cut down on the time your team spend ‘topping and tailing’ and let them get on with working.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for 15 years. We can help you to setup your document management system to suit your business needs, across all of your devices. For more information visit our website, call us on 01482 424402 or email office@digitalquill.co.uk.

 

Document Management

Time is money, so the less your team spend creating, reviewing, distributing and printing out business documents, the better. Operating a document management system is relatively inexpensive but yields huge rewards in time saved. We all know that time is money, and when your documents are under control, so is your business.

How Does a DMS Save Time?

Distribution – you can quickly email a link to a document to an individual, a group of users or a predefined group. Sending new policies and procedures out to all staff becomes a doddle, and you can amend and alter distribution lists to suit your needs.

Duplication – You reduce duplication of documents when you use a DMS. Instead of every staff member’s hard drive being filled up with multiple, uncontrolled copies of documents – many of which are out of date – they always have access to a single copy of the document, which you know is the right one.

Control – You don’t lose documents in filing cabinets, or have staff referring to old versions they stored on emails. Take back control of your file storage, your email system and your filing cabinets. Store everything digitally with a DMS.

Searching – Think of the time people spend searching for documents. If you keep them all in one place, then this wasted time is spent far more productively.

Version control – Don’t worry about people referring to old versions of policies or making edits to a document that is out of date. When you store your files in Digitalquill’s Document Management System, you can ensure that you have control over the versions of a document. You also always know which one is the current version.

Digitalquill – Experts in Document Management

Digitalquill has 15 years’ experience with Document Management Systems. We can help to save your valuable time through our Document Management System. For more information, call us on 01482 424402 or email office@digitalquill.co.uk.

Document Management System

A Document Management System (DMS) is a piece of software that lets you control your company documents at all times. Instead of being saved on individual workers’ hard drives or printed out and becoming outdated, files are all held in cloud storage, accessed through a web browser, and kept under control. Knowing that people have access to the current version simple, and you can cut down on the amount of paper in the office.

Document Management SystemCloud Document management systems make it easy to save scanned and digital files in a single managed storage system. Files types can include Word documents, Excel spreadsheets, PowerPoint presentations, PDF files… almost any format you can think of!

Keeping Control

Cloud-based document management systems are a central repository (or “single point of truth”) for staff to access your company documents. You can then access, view and share them with colleagues in the knowledge they will always have the latest version. By using a DMS to store your documents in one place, they are easier to find and retrieve.

Security

When documents are not being properly managed, the chances of printed information leaking into the wrong hands is very real. Sensitive information getting stolen can do real damage to your business. A Document Management System lets you keep your business information confidential. If there is a fire or flood, a backed-up cloud-based DMS will ensure that business-critical documents are not lost. An audit trail means you know who has viewed or edited files.

From the Desktop to the Beach

Cloud DMS allows users to access documents anywhere at any time, on a number of different devices. This is particularly useful when teams collaborate on projects or if you need to see a document while you are on the beach.

Time and cost Savings

Time is money, so the less your team spend creating, reviewing, distributing and printing out documents, the better. Operating a document management system is low cost but yields huge rewards in time saved.

Simple Sharing

When using a DMS, staff can share documents with one or more colleagues with the click of a button. The documents can be accessed regardless of location or device. Links to documents may be published on the company intranet or emailed.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for 15 years. We can help to save you time and money through our Document Management System. For more information call us on 01482 424402 or email office@digitalquill.co.uk.

 

Document Management System

Managing and controlling the documents you produce and use in your business can be hard. There are always multiple copies floating around, and when changes are made, it can be difficult to tell whether your staff are referring to the latest version, or if they are using an older one that they have printed out for reference. A document management system can help you manage all those files.

Document control is a key feature of an ISO9001 compliant organisation. Managing and controlling access, sharing and revision of documents manually is difficult and time-consuming. The solution to all of these problems is simple: your business needs to use a Cloud Document Management System.

Cloud Document Management System

Document Management SystemWhen they use Digitalquill’s cloud-based Document Management System (DMS), your staff can share documents with colleagues with the click of a button. The documents are uploaded centrally and they can be accessed regardless of the end user’s location or device. Instead of clogging up your email server with huge files, links to documents may be published on the company intranet or emailed.

The benefits are clear. When the documents are stored in a single location there is a ‘single point of truth’. You can be sure that when changes are made that users always refer to the very latest revision of a document. You can keep track of each document’s history of revisions.

All kinds of file types are supported. Simply upload the document into a central area and use links instead of file attachments. All you need to do is adjust your policies and procedures: Digitalquill’s Document Management System enables your transition to a paper-free office.

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management Systems for more than 15 years. We can help to save you time and money through our Cloud Document Management System. For more information call us on 01482 424402 or email office@digitalquill.co.uk.