Document Management for the Twenty First Century

If your organisation relies on paper storage of documents in space-consuming filing cabinets, this kind of document management puts your business at risk on several levels. It takes longer to answer customer queries, and your staff wastes valuable time searching. Your business's money is also at risk if files are lost. But, as well as compromising your service and productivity, inefficient document management means files may be transferred across departments in a haphazard and inconsistent way, making it hard or impossible to track and audit documents.

Simply having the information you need is not enough. Without the help of document management services, you could find that it's hard to retrieve the files you need, so your document storage systems become effectively useless. With document scanning and document software, however, you can centralise both electronic documents and paperwork, so that crucial data is at the fingertips of everyone who needs it. The enhanced security of document management software means that sensitive company information is less likely to fall into the wrong hands. You have a complete audit trail of who has accessed and edited each file, and when. Thanks to document scanning, it's also far easier to recover your data in the event of a disaster, which would be stressful enough without the added problem of lost documents.

Choosing Document Management Software

Different organisations need different kinds of document management services. You can only become more efficient and productive by choosing the right kind of document storage and document scanning arrangements for your organisation. If you are a financial services company, for instance, you probably need document management software to help you streamline transactions. This can help you reduce spending on overheads and streamline compliance reports. Other kinds of organisations might have different needs from their document management services.

Before committing to any document management software, or document scanning services, have a think about what kind of document management services you need. Think about your existing document storage, the kinds of information you keep, who puts files together and how they are accessed, and by whom. What are your legal compliance requirements for document storage?

Also when contemplating document management software, think about how safe the software you are considering is, how easy it is for your staff to use and whether it can be integrated with your other business software. Also ask whether you can allow different people to access different documents, and whether the document management software incorporates a web based option allowing different departments to access the same information.

Capita's Document Management Services

At Capita Total Document Solutions, we can put your mind at rest on all of the above issues. We offer a complete range of document storage, document scanning and document management options.

Whether your business needs document scanning, basic but totally secure document storage or a complete suite of fully outsourced, web-based document management solutions, we can help. We're highly-experienced, and our document management services are trusted by local and central government bodies, who have complete faith in the security of our off-site document storage centres.

So whatever industry you are in, whatever the size of your organisation, and whether you need us for some short-term help or for on-going long-term arrangements with your document management, we can save you time and money and boost your productivity and efficiency.

Upgrading Your Scanning Equipment?

If you decide that in-house document scanning is the best option for you, or want to upgrade your existing hardware, get in touch. We can advise whether you want to buy or rent, and we're independent so only sell document scanning equipment which we use ourselves and we have utter confidence in. We also offer a high level of training, maintenance and support.

Our Document Management Software

Our tailor-made document management software is easy to install and use. It allows for data migration from redundant document management systems, and is sophisticated enough to meet the demands of the modern business world. It can also be integrated with other business applications.

Our document management services mean that we're there to help throughout the entire life-cycle of a document, from data capture and scanning to safe, legally compliant document destruction. We're also on hand any time you have any queries or need any technical assistance.

Don't settle for a below-par 'one size fits all' solution. Instead view our website and see how our expertise in document management services can keep your information safe and retrievable at the touch of a button.