When working with different file formats, on your own or as a team, things can get fiddly. Some file formats are incompatible with certain applications and switching between file types can result in formatting errors on your documents. This is where a document management software comes in to provide an efficient solution for these file format changes. You might be wondering what document management software is, we’ll clarify it for you and explain how it can benefit your business in this blog.

 

What is Document Management Software?

Document management software is a tool used by a variety of different companies to store their documents. Consider it a virtual filing cabinet that keeps documents organised and accessible. It will do this by onboarding all of your current documents using OCR technology and rasterisation for images. Because they are stored centrally the documents will be accessible to anyone with the relevant permissions. It will also allow you to open a variety of file types and save them in a new format while maintaining the text formatting you’ve done.

 

How can Document Management Software help you?

A CCM software will ensure that customers are given the same experience they are looking for individually. Having an omnichannel system allows you to simplify your communications across all media, including letters, email, social media, your website and more. A new customer can opt-in to the platforms they would like to be contacted on, ensuring that you provide a valuable and meaningful experience for your customers.

 

Key features of Document Management Software

Having a central location to keep all of your documents can help your team work more efficiently by eliminating the need to wait for long document transfers between team members. When documents are stored between computers, on paper, USB sticks and on separate work servers it can be tricky to keep track of where everything is. Having files in all of these different locations can be a security issue. For example, losing a USB with vital files could result in confidential information falling into the hands of unauthorised people. Risks to your files can be eliminated with document management software that stores all files centrally.

 

Why should I use a Customer Communications Management System?

  • Stores documents centrally making them available across the business
  • Allows you to create files in different formats effortlessly
  • Allow you to onboard all existing documents
  • OCR and rasterisation technology to ensure accurate depiction of documents
  • Interact with your current systems effortlessly
  • Bring together both accessibility and security of documents

In conclusion, what is document management software? It is a virtual solution designed to create a paperless environment for your business. Documents are securely stored, easier to find, and can be accessed collaboratively between members of your team. Current documents are integrated into the DMS via OCR and rasterisation technology, ensuring accuracy. The software will be integrated into your current systems to ensure there is not a huge learning curve. Some companies even offer training to employees, to ensure the new technology is implemented quickly into their routines.

Sefas offers a document management software called HC Platform as part of Harmonie Communication Suite. Click here to find out more.

 

Adam Turner, Marketing Manager, Sefas UK