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Document Management Explained

What is document management? And why do you need it? Find out how to become a document management specialist with Virtual Cabinet.
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What is document management software?

The winning combination of low operating costs, seamless integration with our other software systems and Virtual Cabinet's compelling track record and post installation support left us in no doubt.

Barry Packham, Director at Clear Insurance Management Limited

Document management software is a system or process organisations use to create, share, store, manage and track electronic documents. By ensuring efficiency and productivity, document management software has been proven to save businesses time and money.

Why do I need a document management system?

Most companies work with a variety of different file types, such as paper documents, electronic files, PDFs, images and email. It’s common for organisations without a Document Management System (DMS) to have sensitive documents and information saved in different places, such as within emails, hard drives, shared drives, etc. And with content being stored in numerous locations across different departments or offices, it leaves most businesses trying to manage multiple repositories and separate silos of information. Unfortunately ,circumstances like this often lead to important documents and data getting lost, errors being made and time wasted.

What are the benefits of document management?

Getting a proper DMS in place can be a daunting task at first, but the benefits of document management are worth it. With a comprehensive system, your business and clients can benefit from:
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Enhanced security
Keep sensitive data protected with better security for your documents and improved controlled access, using our ISO27001 compliant software. You can also see a trail of those who have viewed or edited a document and when with version control.
Compliance
If you’re not compliant, you may receive fines and other penalties. Find out more about GDPR regulations using our free online guides.
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Improved collaboration
with an effective document management system, sharing and collaborating on projects is effortless. Access documents from multiple locations, share files with colleagues and use Version Control to manage multiple variants of documents.
George Taylor, Practice Manager, Candor
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Virtual Cabinet has been a very positive add-on to our practice software. I'm definitely delighted with it, and there's no going back in my mind.

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George Taylor
Practice Manager, Candor

How to choose a document management system

With a Document Management System in place, organisations can benefit from having one platform that serves at its single source of truth for all content, documents and information. But knowing what to look for can often be challenging. Some of the features that may benefit you and your business include: