Why is document management so important?

Document Management for Small Businesses

Find out how document management systems can make your business run more efficiently and make your files secure. Find the perfect solution for your business.

Why is Document Management so important?

Sharing files via email to get authorisations and hunting through hundreds of folders to find the documents you want is inefficient. Furthermore, it’s also challenging to make sure that everyone is using the latest document version. So, for these reasons, this is why document management systems are so important. 

Companies are often feel daunted document management due to the complexity of implementation and expensive licenses. However, this does not have to be the case. There are indeed high-priced specialist systems available for specific business cases. However, for general use, document management can be simple, low cost and efficient. Moreover, it can also provide an improved service to your customers, which will make you more money.

Document management with Microsoft Teams

Which DMS is perfect for my business?

If you have a specific business case, you can choose a system like Microsoft Dynamics CRM. Alternatively, if you have more simple needs, there are some great alternatives for general document management. For example, the type and size of the DMS will depend on the size of your business. However, also, your individual needs. Here at Northstar, you can select a product and cost plan that suits you. 

Document Management with SharePoint

Microsoft SharePoint

With some simple configuration, Northstar can provide you with a SharePoint intranet. It will track document versions, include simple document workflow and provide document search capabilities. Here is how it works.

Simple sharing and seamless collaboration

SharePoint improves teamwork in your organisation with individual team sites. For example, you can share files, data, news, and resources. Furthermore, you can customise your site to streamline your team’s work. Moreover, you can collaborate effortlessly and securely with team members inside and outside your organisation and across devices.

Engage and inform your organisation

SharePoint allows you to drive organisational efficiency by sharing common resources and applications on your home sites and portals. Also, you can build cohesion and inform your employees with personalised, targeted news on the web and the SharePoint mobile apps.

Harness collective knowledge

With powerful search and intelligent ways to discover information, you’re just a click away from what you seek. Furthermore, SharePoint’s rich content management will help you find expertise and insights to inform decisions and guide action.

Transform business processes

Accelerate productivity by transforming your workflow processes, for example, simple tasks like notifications and approvals to complex operational workflows.

Document management with Microsoft Teams and Northstar

Microsoft Teams

For more project or team working applications, you can store documents in Teams. Again, Teams can provide document version control and search capabilities. Furthermore, by adding Microsoft Planner, which comes as part of Office 365, you can easily manage your tasks.

Stay organised

Securely store, access, share, and collaborate on files in Teams. For example, you can keep all your conversations, files and apps in one place. Consequently, you can seamlessly collaborate with your team members from anywhere.

Work together

With Microsoft Teams, you can quickly access and collaborate within apps like Microsoft Word, Excel, and PowerPoint. Consequently, you can work together in real-time across shared documents, calendars, and files, all this with automatic sync and version history tracking.

Simplify work

You can access the apps you use every day right within Teams and automate routine tasks. You can also control access to related files and notes.

How can Northstar help with document security?

Protecting your document management system is paramount. Northstar can provide servers and services to store and backup your data. You can choose to store it on-site, in the Cloud or contained in a service such as Office 365.

For more information on document management, contact Northstar Bristol today. We can help you decide on a system that will suit your needs. Together, we can help you choose a DMS system that is flexible and affordable that will grow with your business.

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