The Best Small Business Document Management Solutions

Posted on January 30, 2023

Document Management SystemYou’ve lost that important file again...arrgghhhh!!!!

But it doesn’t have to be this way.

Your small business doesn’t need to be large to benefit from using a document management solution. With the right document management system, your small business can do business like a big company. This is because document management solutions manage all of your documents and associated processes in an efficient and scalable way, giving your SMB the power to compete with larger businesses.

The best small business document management solutions will streamline the way you handle your business documents and records while adding security and mobility. But beyond the basics, what should you look for in a document management solution?

What Is a Document Management System (DMS)?

A document management system (DMS) is a software solution used to store, manage, and track documents of all types. It helps businesses securely organize their documents, making them easily accessible to authorized personnel.

Document management is an essential part of any small business. The right DMS solution will help small businesses eliminate paper clutter and keep documents organized and easily accessible. There are many different document management solutions for businesses that offer various benefits, including document scanning and storage, roles and access controls, and portability. Document management solutions can help you save time, and money, and make your business more efficient.

What Are the Benefits of a Document Management System (DMS)?

For small businesses, document management solutions can be a game-changer for operations. From invoice processing to sales and marketing, efficient document management solutions and workflow automation can help streamline business processes and save time and money. Here are some benefits:

  • A good DMS will of course streamline the document management process but also improve data security.
  • A document management system allows for quick search capabilities, secure storage and sharing options, automated backup processes, and the ability to set up customizable access levels for different users.
  • SMBs save time by eliminating manual document management processes and keeping important documents safe from unauthorized access or accidental deletion.
  • In addition, DMS solutions such as cloud-based systems provide SMBs with increased mobility, allowing employees to access documents at any time from any device with an internet connection.

What to Look for in a Document Management System

So what is the best document management solution for small businesses? Here are a few things to look for:

Document Flexibility

First, look for a document management solution that can handle a number of different types of documents. The best document management systems can streamline invoice processing, digitize and centralize employee records, and quickly share, edit, and archive contracts and sales materials. Plus, secure document archiving ensures critical business information is always accessible.  

Document Automation

A good document management system should also provide the ability to automate document processes while still providing control over who has access to certain documents.

Document Collaboration

Additionally, a reliable document management system should include features such as versioning, search capabilities, and collaboration tools. This will help SMBs stay organized and efficient when managing their documents.

Mobile Documents

When looking for a document management system, mobility is a must-have for small businesses. The best DMS will ensure that documents are secure and accessible from anywhere. 

Ease of Use

Lastly, the system should be intuitive and user-friendly so it’s easy to learn how to use it in no time.

Why RJ Young Partners With DocuWare on Document Management

DocuWare offers a comprehensive suite of document management solutions for small businesses. With DocuWare, companies can digitize and centralize every employee’s records; share, edit, and archive contracts and sales collateral; and securely archive and access critical business information. 

Invoice Processing 

Manually processing invoices can be tedious and time-consuming. With DocuWare, invoice processing is fast and efficient. DocuWare’s automated workflow solutions provide businesses with an efficient and cost-effective way to manage invoices from the first touch to payment. 

Human Resources 

Employee records are critical to the success of a business. DocuWare makes it easy to digitize and centralize all employee records. This ensures that authorized personnel can quickly access, update and share documents. 

Sales and Marketing 

DocuWare’s document management solutions provide businesses with a secure and efficient way to share, edit, and archive contracts, proposals, and sales collateral. This helps streamline the sales process, resulting in faster customer onboarding and increased sales. 

Secure Document Archiving 

Keeping critical business information secure and accessible is essential. DocuWare provides a secure document archive that is always up-to-date and accessible from any device, wherever you are. 

For small businesses, document management solutions are essential to streamline operations and save time and money. With DocuWare, businesses can access all the tools they need to do just that.

Ready to Go Paperless With Document Management for Your Small Business?

As an experienced managed IT solutions provider, RJ Young is the perfect choice for small businesses looking to transition to electronic document management and efficient workflow automation. Our partnership with DocuWare offers the highest quality software and solutions for streamlining processes and improving document storage and management. RJ Young can plan and implement your small business’s transition to document management. We will start by assessing your current document systems and then craft a custom solution to meet your SMB needs.

Interested in transitioning your documents to digital? RJ Young offers reliable scanning services and document management solutions. Contact us today at 800-347-1955 to speak to one of our document management experts.

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