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Mari Martin, Electronic Content Management (ECM)

[2 Minute Read] – Document Management and Software Integration

The world is evolving! Less is being done on paper and more is being done digitally. The businesses who allow mountains of paperwork to slow them down will watch their competitors grow and thrive while they’re still searching through filing cabinets.  Integrating document management software with your current business systems will have your business running smarter and harder without your teams feeling burnt out.  Document management and software integration can help! Document Management Software (DMS) reduces paper by storing and managing documents and files. DMS reduces the time employees spend sifting through information. Combining a document management software with your ERP, HR, CRM, payroll, and accounting systems will help your business stay organized and allow of easy visibility across teams.  Sharing information between these systems also enables your teams to avoid duplicate data. In addition, software integration with DMS simplifies the way data flows through your organization ensuring cooperation and mutual understanding between departments. This results in increased productivity and substantial cost savings. A document management solution that is integrated with ERP and line-of-business software provides benefits that can’t be achieved when using stand-alone software.

Benefits of DMS and software integration:

1. Protection Against Manipulation – Documents should be protected against unauthorized access by a comprehensive rights system. 2. Availability – Authorized employees should be able to access documents at any time via web browser or mobile device. 3. Long-Term Storage and Automated Retention Schedules – The solution should store documents as PDF or in their original format. You can edit the setting to automatically delete documents after a defined retention period. 4. Compliance – The system should enable your organization to better meet privacy requirements.  These requirements include auditing standards and state and federal regulations such as HIPPA and Sarbanes-Oxley. In summary, a flexible DMS will adapt to your needs and provide integration methods necessary to optimize its usefulness.