Store, manage and share your data
Document Management, along with terms like Content Management, and Content Services software, describes the systems for storing, managing and sharing business information. This could include documents, data, and other content from a range of original sources. The systems used allow your organisation to access and share knowledge and data between departments, streamlining business processes and aiding decision making.
Once captured, you can store it securely and allow new data to be created from it, distribute it to those with the correct permission, and have greater accessibility when needed. With cloud storage and mobile technology, your remote workers and different business locations have access at all times. Content services software also has the advantage of improved security, compliance with regulations such as GDPR and data retention and deletion.
To help businesses and organisations of any size, Twofold Ltd is partnered with world-leading suppliers of document management software OnBase and DocuWare, and data capture and robotic automation software (RPA) from Kofax. When used in conjunction with your mailroom equipment such as scanners, letter openers, folder inserters, multifunction printers, and franking machines, you have a fully operational inbound and outbound document management system in place working alongside your Digital mailroom.
Revolutionise document management
For decades the only way for an organisation to store information was to keep physical copies of documents in filing cabinets. Even with the introduction of space-saving ideas like the microfiche, these took up valuable space, and it was easy to lose records and have duplicated documents, searching for the right document was also a challenge in itself.
Today, we are living in a new age of technology, and most organisations have already embraced various methods of storing and sharing information, with shared network folders, web-based applications and cloud services that enable them to both store and distribute data between users, departments, and locations. Content Services software is truly transformational for your organisation no matter what industry or role within a business and ensures accessibility, and compliance with legal obligations, essential for HR departments or accounts. With Twofold’s partnership with OnBase and DocuWare, we are able to help with content services solutions and digital mailroom implementation for any size of organisation, from as little as five employees up to thousands, so get in touch to see how we can help.
By implementing document management software, in partnership with your mailroom equipment, business owners can realise many benefits that noticeably improve organisational efficiency.
Document management software revolutionises the management of information, making it possible to:
- Manage millions of documents securely
- Retrieve the right one in seconds
- Share documents with colleagues while protecting confidential information
- Automate time-consuming manual processes
- Access documents on mobile devices
- Back up files and records for disaster recovery
What can document management do for you?
The process begins with your digital mailroom, where inbound data and paper documents are converted to electronic files by scanning, eliminating the costly demands of storage, and data management. You can also easily capture incoming communications that are not paper-based such as email, SMS, and web forms with data capture solutions from Twofold Ltd.
Your content services software should have these basic components:
How Can Document Management Software Help Me Be More Productive?
It’s been estimated that the average time it takes to process a single document is 12 minutes. Out of those 12 minutes, 9 of them are spent looking for, retrieving, and then refiling the document – meaning that only 3 minutes are spent using the information found. This manual process is costly, inefficient and frustrating for your staff, and over the course of only a week can add up to many hours lost in the process, preventing your employees from making better use of their time with productive work.
Twofold Ltd has solutions to help create your digital mailroom, from letter openers and scanners to deal with your inbound mail, capture software from Kofax, document management from DocuWare and OnBase and outbound mailroom solutions such as folder inserters and franking machines.
With all of these in place you have an end to end system, and complete control of your data, fully auditable, and compliant with data handling regulations.
Read more about how mailroom equipment can help your business to become more efficient here, and ask for a mailroom healthcheck.
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