In today’s fast-paced business world, managing documents effectively has become a top priority for many organisations. With the number of documents generated every day growing exponentially, it is essential to have a reliable document management system that can manage them for you. One such system that has recently gained popularity is the SER’s Doxis document management system.
The state-of-the-art document management system by Doxis is a powerful tool that helps businesses manage their documents efficiently and efficiently. It is a comprehensive solution offering a range of features and benefits, making it the preferred choice by many companies worldwide.
But what makes it so unique? Let’s find out.
What is a Document Management System?
Before we dive deeper into the benefits of Doxis or understand why it’s the best DMS software, let’s know what a document management system is.
As your business grows, the number of documents you need to capture, edit, file, and archive will increase. Document management lets you say goodbye to chaotic file directories and provides the necessary tools to manage your documents effectively.
Simply put, a document management system covers everything related to capturing, organising, storing, and securely storing all documents pertaining to your business. It allows for more effective collaboration with internal and external parties, facilitating the exchange and editing of documents without endless copies.
With the right document management solution, you can meet, manage, and follow up on deadlines while ensuring stakeholders know their responsibilities. Additionally, you can eliminate redundant tasks, foster accountability, and have greater control over the documents that move through your business processes every day. A document management system can also provide enhanced security features to protect sensitive business data from unauthorised access or loss.
Doxis by SER is one of the best DMS software solutions available today. It offers a range of features and benefits that help businesses manage their documents effectively, increase productivity, and reduce costs. Being a cloud-based SaaS document management solution, Doxis offers advanced security features, excellent collaboration capabilities, and ease of use, making it the preferred choice of many businesses worldwide.
Here are the 12 benefits of using Doxis as your next document management system.
1. All the information you need – anytime, anywhere.
Doxis’ high-performing search functions enable quick location and retrieval of the necessary information, even with vast document pools and mountains of documents that require constant attention. As a result, employees can find what they are looking for within seconds and even provide well-founded responses to customer inquiries. This significantly drives up customer satisfaction, which goes a long way in enhancing your company’s ability to provide information efficiently.
2. Prevent unchecked copies from circulating.
As one of the best DMS software, Doxis eliminates the need for redundant document versions, such as having multiple copies in different departments or locations. All project team members with relevant access rights can view the document directly upon its creation in the ECM system. This eliminates the need to forward documents via internal mail or email, immensely streamlining document-sharing.
3. Aids compliance
Doxis document management system makes fulfilling legal guidelines, such as document- and sector-specific retention periods or meeting compliance standards, a walk-in-the-park. Certified DMS software, Doxis ensures full compliance with legal requirements, making it easier for businesses to adhere to legal guidelines.
4. Enhances collaboration
With Doxis, personnel and departments across different locations and countries can easily manage, view, and edit documents simultaneously. Collaboration becomes effortless since project teams always have the proper documents, ensuring they stay fully up-to-date with all the latest developments.
5. Process Automation
By automating routine tasks related to document management, businesses can save time, reduce errors, and free employees to focus on higher-value activities. Doxis can automate many document-related tasks, including document routing, approvals, notifications, and archiving. Businesses can ensure quick and efficient processing of documents, reducing the risk of delays, errors, or lost documents. Automated reports and reminders help ensure deadlines are met, and employees stay abreast of their responsibilities.
6. Centralised storage and security
The Doxis document management system allows companies to save documents centrally rather than storing them in separate, unconnected systems. A shared storage location enables employees to save and access records from any site. With the platform hosted in the cloud, businesses can access it from anywhere and on any device.
Doxis can also help companies fulfil compliance requirements through access authorisations, seamless change logs, assignment of retention periods, audit-proof archiving, and much more. This ensures that documents are fully encrypted and protected against theft, manipulation, and loss, allowing companies to secure sensitive information.
7. Structured and contextualised information
Doxis can create electronic files that bundle together documents and processes related to a business case, customer, or project, making the information relevant and valuable. Storing information in a uniform and structured manner allows employees to have a 360° view of all information associated with that particular task.
Moreover, Doxis allows the creation of links that ensure quick and easy access to a particular document required for multiple purposes, providing easy access and retrieval of information. This efficient approach reduces the chances of errors and minimises the time and effort needed to search for documents, enabling employees to focus on more critical tasks.
8. Seamless search functionality
The Doxis document management system incorporates a variety of search functions, such as full-text, metadata, and similarity searches, which makes locating information a breeze for employees. The search function enables employees to find the required information quickly and accurately, even across multiple linked ERP, CRM, email, and filing systems.
Additionally, a universal viewer displays various document formats, eliminating the need to switch to different search dialogues or applications. This results in faster availability throughout the organisation, allowing employees to access the information they need without any delay. This quick and precise access to information improves overall productivity and enables employees to make better-informed decisions based on accurate information.
When a user edits a document, the version control feature in Doxis creates a new document version, complete with check-in and check-out functionalities. Version control provides comprehensive information regarding who made changes and the most recent version of the document. Additionally, Doxis helps users add comments, sticky notes, stamps, highlighting, and more annotations. Features like this enhance communication and streamline processes, especially when multiple team members collaborate on the same document.
10. Seamless document steering
Doxis can help companies automatically route documents, such as emails and inbound invoices, to the appropriate employee. They can digitally model and automate entire processes, including releases and follow-ups, to ensure that all involved have access to the proper documents at the right time. This eliminates delays caused by long idle periods and allows everyone to see the current status and upcoming steps easily.
Another advantage of the Doxis document management system is its scalability. You can easily customise the system to suit the specific needs of different businesses. It can grow with the organisation and effortlessly adapt to changing business requirements.
12. Third-party integrations
Staying true to its claim of being one of the best DMS software out there, Doxis offers excellent integration capabilities. Users can easily integrate the system with other business applications like CRM, ERP, MS Office, and accounting software. Seamless integration capabilities with management information systems exponentially help the company to streamline its business processes and improve overall efficiency.
Doxis document management system is one of the best DMS software solutions available today – and for a reason. From its ability to streamline document management processes to scalability, security, collaboration, document search capabilities, integration, and ease of use, Doxis provides businesses with the tools they need to manage their documents effectively.
The bottom line is that when organisations generate documents, users will surely see and feel the advantages of using Doxis for document management.
As SER’s official partner in the Middle East, we will help you build and implement a custom document management system using Doxis that will transform your business and drive growth.
Don’t believe us? Contact firstname.lastname@example.org or +971-521043226 to schedule a live demo of Doxis and see it in action. You can also chat with our experts for more information.