WHAT IS A DOCUMENT MANAGED SERVICE?

A Document Managed Service is a solution that helps businesses manage their documents and information more efficiently and securely. It involves the use of technology and services to handle the creation, storage, retrieval, and management of documents in both digital and physical formats.

If you have any questions or want to explore a document managed service for your business then contact us today.

KEY COMPONENTS AND BENEFITS OF A DOCUMENT MANAGED SERVICE

There are several elements of a document managed service, think of all the areas of business where documents are involved. Some of these components are;

Document Capture – This includes scanning, imaging and other processes that involve converting physical documents into digital formats. It can also include Optical Character Recognition, which converts scanned images into editable documents with searchable text.

Document Storage – This includes digital storage, cloud storage, and remote access to documents where required.  

Document Management – Document management involves a process to manage different versions of documents to track changes and updates. Collaboration is also an important aspect to consider so that multiple users can work on documents simultaneously.

Security and Compliance – In the digital world we live in, security for your data is more important than ever. Our managed document services include data encryption during storage and transmission to keep your data protected in the event of a cyber-attack. Our security procedures meet industry-specific regulations and standards for document handling and storage.

Document Disposal – A document managed system can include a document displosal system to ensure you are not holding documents longer than you are legally required to. It can also help establish policies for how long documents should be kept As well as securely destroying documents that are no longer needed.

BENEFITS OF A DOCUMENT MANAGED SERVICE

There are several benefits of a document managed service. These include;

Efficiency – Document managed service reduces the time spent searching for and retrieving documents and streamlines document-centric processes to reduce manual intervention.

Cost Savings – Lowers the need for physical storage space and decreases the costs associated with printing, copying, and manually managing documents.

Higher Levels of Security – Sensitive information is protected through encryption and access controls. The system also helps ensure compliance with legal and regulatory requirements.

Collaboration – Shared access with real-time updates helps when employees are working remotely or in various locations.

Flexible and Scalable – Document managed systems can be custom built for your organisation. There are then options for the system to grow with your organisation so that your level or organisation and security doesn’t falter over time.

Positive Environmental Impact – With an effective document managed system, you can reduce paper usage and become more streamlined as a company.

IMPLEMENTATION OF A DOCUMENT MANAGED SERVICE WITH iNREACH

When your organisation chooses to work with iNREACH for your document managed service, we conduct the following when implementing your system.

• Needs Assessment – Evaluate your current document process and discuss areas for improvement
• Software Selection – Consult our list of software and vendors to find the perfect package for you
• System Integration – Integrate the DMS with existing systems and workflows to ensure seamless operation.
• Training and Support – Provide training to employees on how to use the new system and ensure ongoing support and maintenance to address any issues.

By implementing a Document Managed Service, you can streamline your document management processes, enhance security, improve collaboration, and achieve significant cost savings.

For more information, contact the team at iNREACH today.

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