Document Management
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Well organised and easy to find documents are essential to the smooth running of your business.
An Electronic Document Management (EDM) solution is the answer. So what is an EDM?
Paper documents are scanned and converted into electronic files which can be stored, retrieved, distributed or added to your workflow. Our secure EDM solutions mean your documents are kept safe and you can find them quickly with an easy-to-use search function. Documents can be viewed and shared on any desktop or mobile device. Simply put, a document management system can save you hours in unnecessary admin.
To help you decide which system would work best, one of our specialists carries out a consultation to assess your business needs and recommends a system that would work best for you.
Benefits of Electronic Document Management
- Save time: No more searching office drawers and files for your documents; they can be accessed quickly and easily from your desktop or mobile device. You can keep track of each document revision, making sure that latest version is always at hand.
- Improve security and regulatory compliance: Files can be password protected. And when viewed electronically there’s no risk of leaving an important document on a desk.
- Retrieve data: Storing a file electronically means it can be restored quickly if it’s lost accidentally.
- Environmental benefits: Save paper by viewing electronic documents on your desktop or mobile device, rather than printing and copying. Once they’ve been scanned, paper documents can be recycled, creating more office space and taking a further step towards the paperless office.
- Easy access: Locate documents quickly via a powerful search tool with an easy to use document browser interface, tagging and tag clouds, and optical character recognition (OCR).
- Easy to share: Our systems integrate with business applications such as Microsoft Office, which means you can copy text and images from a scanned document and paste into any Office program.
- Control accessibility: Via a powerful but easy to use system to control who can access, edit or share which documents.
- Improves collaboration. Read or share quickly and easily from whichever device you or your team use.
Our Document Management solutions
Why Sharples?
You will have a dedicated account manager, so a real person who will work with you to find your best EDM solution. Our free audit will identify the most useful and cost-effective product for you and your business. Our service is scalable. We work with national multi-site companies through to local small business.
Our company motto Principle before Profit means we act with integrity in everything we do, every day. It’s why we have clients who have been with us for 25 years and it’s why new clients want to engage with us.
What our clients say
Document Management and General Data Protection Regulation (GDPR)
How can EDM help with compliance?
All businesses need to be compliant with processes in place and non-compliance could cost companies dearly. GDPR took effect in 2018 and brought data protection legislation into line with the ways that data is now used. Ensuring that your office print equipment and document management processes are compliant with GDPR is critical in two areas:
Printers & Internet Security
Printers that are connected to a network create a potential internet security risk. Printers on a network can be open to access from the outside world. The necessary internet security needs to be in place to prevent that from happening.
Managing Paper & Printed Documents
Printed documents need to be effectively controlled and secure. Under GDPR you need to have a clear document handling process in place to manage and account for all instances of personal data. This includes printing, scanning and copying documents containing personal data.
Ask yourself a couple of questions about paper documents in your organisation:
- Can you describe the end to end process for handling a document containing someone’s personal data?
- Is every paper document accounted for when it comes off a printer?
- Can you provide an audit trail for every printed document?
- Can you track a paper document right through your organisation?
If the answer to any of these is no, then you may not be GDPR compliant. You need to make sure you have a process in place for the life of the printed document, and make sure that every piece of paper containing personal details is accounted for and managed effectively.
GDPR means you will need to give individuals’ Right to Access their stored data, as well as their Right to Erasure / Right to be Forgotten for that data. Are you sure you could access all the personal information you hold on that person, both electronically and on paper?
Electronic Document Management can help you comply with GDPR
We have years of experience in implementing effective EDM solutions in businesses, using scanning and text recognition technologies. Streamlining your paper systems into electronic based systems makes it easier to comply with GDPR by tracking your documents securely and consistently.
Managed Print Solutions.
Managing the volume of printed documents within your business will make tracking documents easier. Using Managed Print Services we have successfully saved businesses up to 50% in print costs by identifying ways rationalise printing within organisations. In the context of GDPR, this expertise combined with our understanding of the GDPR Regulation, means that we are ideally placed to ensure your print systems comply.