Document Management Systems Software for Small Business

The availability and accessibility of data is as important to any small business as it is to a large enterprise. Small businesses owners need to be able to access their data, their business documents and client data so their businesses can function effectively and efficiently! They need the flexibility to be able to store, access,...

Document Management Systems Software for Small Business

The availability and accessibility of data is as important to any small business as it is to a large enterprise. Small businesses owners need to be able to access their data, their business documents and client data so their businesses can function effectively and efficiently! They need the flexibility to be able to store, access, process and, send and share this information whenever they need to and where ever they are working from. A document management solution can offer this flexibility and a huge amount more. Many directors and owner managers of small companies may consider that a fully featured document management solution could be disproportionate to the needs of their business and potentially out of the reach of their small company financially. However, with today’s cloud-based document management solutions, this is definitely is not the case!

If you think that nearly every task you undertake is likely to create a new file or document, or relate to existing files or documents.You then have to ensure this information is stored in a system where it can be secured, made easily accessible and searched efficiently and when needed, information shared,and documents sent securely for review and electronic signature.Why wouldn’t you consider a system that helps secure and manage your business documents and information?

A cloud document management solution will give you the necessary features and tools to protect, secure and make your business documents and information accessible.

The Docusoft Portal is just one solution designed to provide secure delivery of personal, sensitive and private documents over the Internet. From a web browser, on any device, where ever you may be, users can log in and use this highly secure message delivery system. With the Docusoft Portal, small business owners have a friendly and easy way to send messages and documents to clients, request clients review documents and contracts, and there is even a built-in facility for recipients and customers to sign documents electronically without the need to use an alternative costly e-signing service.

Automated notifications and reminders advise users to review documents and sign contracts The Portal manager interface provides the status of messages sent and received also offers proof of when and what was sent, if and when it was viewed and includes date and time markers. Each Portal message has an audit trail to show the number of times a client has viewed the message and the document approval status.

The Portal is a self-contained solution but is integrated with Docusoft CloudFiler that includes a document management system and client database (CRM). Messages and documents are linked the document management system. You can also send Portal messages directly from the DMS system.

So, moving to a cloud-based solution can minimise the risks of the many computer viruses, malware, ransomware, and threats associated with local servers and help ensure data is not compromised.

Due to the pressures of running a small business, it is regrettable that some owners and managers can overlook or maybe unaware of some of the fundamental measures that can be taken to enhance data security, improve accessibility of business documents and information, and to improve efficiency through technology such as e-signing solutions, and all at a comparatively low cost!