GUIDE TO DOCUMENT MANAGEMENT

Everything You Need To Know About Document Management By Allied Business Solutions.

Do you live in a never-ending jungle of lost folders and documents?

Are you constantly having work delayed by tracking down the documents you need? With the ever-increasing volumes of mission-critical, time-sensitive, and confidential documents being generated daily by organizations, it is essential to have a successful document management strategy in place.

A highly-effective approach offered by Allied Business Solutions allows you to integrate your digital and paper-based information into productive workflows, ensuring the right people have access to the correct information without searching file cabinets or endless Google Drive folders.

Without an effective strategy, businesses and organizations may find themselves overwhelmed by the sheer volume of documents, resulting in costly interruptions and hindering productivity.

Here is everything you need to know about our Document Management System.

What Is an Automated Document Management System?

It's ok if you're new here. We at Allied are here to help companies, big and small, take back control of their vitally important information and give them the tools to stay organized and efficient. Because, after all, time is money!

First things first, what is an automated document management system?

An automated document management system (ADMS) is an essential tool for businesses that store, track, and manage their documents. It helps organizations keep files safe, organized, and easily accessible both internally and externally.

ADMS replaces manual filing systems with electronic data storage, making it easy to capture, store and organize large amounts of data, whether in documents, spreadsheets, images, or audio files.

Document management allows companies to quickly locate and access records without manually searching for them.

ADMS also provides comprehensive security features such as encryption and access control, allowing businesses to protect sensitive information from unauthorized users. Automation is a key feature of ADMS, automating tasks such as approval processes and document routing.

This helps streamline workflow, saving time and money while ensuring compliance with industry regulations.

What Are the Six Benefits of Document Management?

With document management, you can streamline your operations, reduce costs and increase efficiency. While we'd like to argue that the benefits of document management are endless, these are the top six benefits that our clients have profited from:

Saves time, money, and storage space for documents
Eliminates paper waste and physical storage issues
Brings a corporate range of content under control
Makes content more accessible and streamlined
Reduces human error within accounts payable and receivable
Simplifies hiring practices and collaboration for HR departments

Why Does Your Business Need Document Management?

Here are some of the key reasons your business, no matter its size, needs document management:

Security:

Storing documents securely ensures that important information is kept safe and secure. Document management also allows you to control who has access to certain documents and can help reduce the risk of a data breach.

Efficiency:

By storing all your documents in one central location, you'll find and access them more easily. This saves time and increases efficiency, allowing you to focus on more important tasks.

Accessibility:

With document management, documents can be accessed from anywhere with an internet connection. This allows for remote work and makes it effortless to share documents with team members and outside parties.

Cost savings:

Document management can help decrease costs by eliminating the need for costly printing, storage, and mailing. It also helps to streamline business processes, reducing time and effort spent on manual tasks.

-No more USB sticks or emails stuffed with documents.

-No more hours spent sifting through individual folders on your hard drive.

-And no more worries about the security of confidential information.

How Does a Document Management System Work?

Let's get down to the nitty-gritty. Reading this far means you're invested in how your business can benefit from document management, and we are here to empower you with all the answers you need.

A document management system is an essential tool for businesses looking to keep their data secure and organized. It helps them eliminate paper, keep track of multiple versions, apply annotations, and keep sensitive information confidential.

Our system can be deployed on-premises or in the Cloud to better-fit businesses' needs, and it integrates with existing systems to facilitate the sharing of information.

Let's take a closer look at the features that make document management systems so essential:

Document Management 101:

Metadata-driven document management can give companies a major edge. By quickly locating the correct information in any context and automating processes, businesses reap an impressive return on investment through better customer experiences, higher quality work output with less risk.

Applies Annotations and allows users to easily add comments, suggestions, and annotations to a document. This makes it more manageable to collaborate on projects and provides a record of changes.

Keeps Sensitive Information Private by using security protocols to ensure that sensitive information is confidential. This includes encryption and other authentication methods to protect documents from unauthorized access.

Deploys On-Premises or in the Cloud, meaning it can be deployed either on-premises, in the Cloud, or as a hybrid of the two, giving organizations the flexibility to choose which solution best fits their needs.

Integrates with Existing Systems such as ERP, CRM, and other business applications. This allows organizations to access their documents quickly and easily, with software like SharePoint, Google Drive, or OneDrive, no matter where they are stored.

Gives Access to Information in Real Time, allowing users to retrieve and share documents quickly.

Automates Workflows to help streamline your business's internal processes. This can significantly reduce the time spent on mundane tasks and increase productivity.

Maintains Complete Audit Trails, keeping track of all changes made to documents, giving organizations a complete audit trail. This helps them easily identify potential issues and ensure compliance with industry regulations.

How Secure Is Document Management?

As a business owner, the last thing you need is the hassle of recovering after a data breach. In this modern era, document management systems are becoming an increasingly important tool for businesses as they provide a secure, organized way to store and access sensitive documents. At Allied, we are dedicated to using the latest advanced security systems to protect all sensitive text, allowing us to restrict access to certain users.

The advanced security systems we use to provide several layers of protection like:

Password Protection:

Information is protected by a password, making them accessible only to authorized users.

Encryption:

Folders and documents are encrypted, further strengthening security.

Access Control:

Users are given access control, allowing them to determine who can view and edit documents.

What Industries are Best to Implement a Document Management System?

In this age of ever-increasing technology, every business, organization, or firm can benefit from upgrading its document management. We are proud to serve the following industries in need of high-quality and trustworthy document management:

Education
Government
Legal
Manufacturing
Healthcare
Finance

Non-profit Organizations
Automotive
Retail
Production Printing
Small to Medium Size Businesses
Enterprise Accounts

Learn More

How Can Allied Help With Document Management?

If your business isn't consistently improving processes, it's falling behind in this digital age.

At Allied Business Solutions, we understand how vital document management is to the continued success of any organization. That's why we provide comprehensive solutions with industry experts that help streamline and automate your document management processes.

HOW CAN ALLIED HELP WITH DOCUMENT MANAGEMENT?

Allied helps businesses with document management so they can take advantage of the following benefits:

Going Paperless:

Document management solutions help businesses navigate to paperless document management and eliminate the need for filing cabinets.

Searching Content:

Documents can be found quickly using keywords, metatags, date ranges, and customizable search ranges.

Secure Storage:

Documents are securely stored in the Cloud, and access is strictly controlled.

Enhanced Collaboration:

Teams can move information quickly and easily, allowing them to work together efficiently.

Integrate Data:

Data is integrated directly into processes, speeding up workflows and enabling faster decision-making.

Allied offers a personalized experience that combines the expertise and resources of a global company with the attentive and tailored service of a trusted partner. With our managed document services, you can rest assured that your documents are secure, up-to-date, and accessible whenever needed.

What Software is Used for Document Management?

Allied Business Solutions is proud to offer our clients document management through M-Files.

Compared to Google Drive and Dropbox, which do not have workflow management and are often not robust enough, M-Files is the superior choice.

M-Files is a powerful document management platform and offers project management, accounts payable, contract management, general document management, and credit card processing integration capabilities.

Its competitive advantage over other solutions expands beyond its capabilities into financial benefits for our customers.

With an impressive 270% ROI and a 40% boost in productivity, M-Files provides significant savings and increased efficiency.

The M-Files user interface makes navigating and managing documents straightforward with its intuitive drag-and-drop feature and robust search algorithms, allowing users to locate the needed files quickly.

Another vital advantage of M-Files is its comprehensive security features ensuring that all files are stored securely in the Cloud while maintaining compliance with industry regulations such as HIPAA or GDPR.

With seamless integration across multiple leading business applications, M-Files further increases its edge over other document management systems and your competition.

How Long Does It Take To Transition to Digital Document Management?

The time it takes to move to digital document management can vary depending on the company's size. Still, no matter what, the process is quicker than not taking any measures.

Before transitioning, it is essential to understand the process of collecting necessary data and documents, digitizing them, and ensuring they are secure on a digital platform.

Smaller companies typically require less time, while larger corporations may require more significant resources. It's also possible to outsource document management to a company like Allied for a quicker shift. With the right plan and implementation, companies can reap the benefits of streamlined processes, greater security, and improved workflows.

Partnering with us can help with the volume of documents and assist in setting up internal systems for efficiency and streamlining as part of the setup, making the switch even smoother.

Overall, moving away from paper document management is an investment in a company's future, and with the right partner, companies can look forward to realizing these benefits quickly and efficiently.

Can Any Company, Big or Small, Use Document Management?

Organizations of all sizes can benefit from the integration of document management. It creates an environment where teams can access a unified and centralized system that meets their specific needs, promotes efficiency, reduces potential risks, and improves operations and customer experience.

Additionally, document management can help decrease waste in the form of paper documents by providing an effective and secure means of storing data.

The time saved in searching for data can be a massive boon to businesses, allowing employees to focus on more important tasks. M-Files offers a range of advantages that make it an essential tool for any business looking to streamline its operations.

Document management is a powerful tool for businesses to improve their security, organization, and efficiency. Implementing a robust document management system is essential for any organization looking to stay competitive in today's business landscape.

Are you ready to take control of your business documents and start working efficiently?

With the powerful document management tools behind Allied Business Solutions, organizations are empowered to make better decisions faster.

Take the first step towards reclaiming control of your documents and documents-based workflows; schedule a demo with our industry tech experts.

Scale Your Business Without Limitations.

At Allied Business Solutions, we know that running a successful business often requires more than just hard work and dedication – it also takes the right resources. That's why our team is passionate about providing high-quality document management to businesses of all sizes in Boise, Salt Lake City, Ontario, Pocatello, and Idaho Falls.

We understand that every business has unique needs and goals, so we tailor our services to meet your specific requirements. Working directly with you individually, our friendly and knowledgeable experts can develop a personalized plan to help you reach your objectives.

If you're ready to take your business to the next level – contact us today! Our team is standing by and eager to learn more about what makes your business unique so we can find the perfect solution for you. The future success of your business starts here!