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Document
Management 101

What is document management software?

A document management system (DMS),
is a centralized digital repository that enables businesses to go paperless, secure and protect their documents, and control accessibility in or out of the office.  

Document management software works to:

  1. Securely digitize and store each and every important document
  2. Instantly find any file
  3. Eliminate time-consuming and costly data entry and user error
  4. Automate and monitor Business Process Management (BPM)
  5. Access your documents from any location
  6. Integrate with your tech stack
  7. Help you start simple and dream big by handling your most creative and elaborate document processes

The Basics of Document Management Systems (DMS)

Microscope and file cabinet

document management 101

Capture & Store

Documents are easily added and stored in a centralized digital repository.

why is this important?
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What can you store in a DMS?

Documents and data flow through your business in a variety of formats and from multiple sources. Easily capture everything from anywhere.

Sources & Formats
Scanner
Desktop Computer
Mobile Phone
Email
Four documents stacked
Paper and pencil

DX Feature Highlights

Windows Folder Import
Move single documents or entire folder structures directly from the file system to your DX Library to share and secure information.

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Print driver
Convert any document from any program into a PDF that’s easily stored in DocuXplorer.

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microsoft office integrations
DocuXplorer integrates seamlessly with MS Office and Outlook without switching programs.

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import engine
Automatically add, categorize, and index documents from an external source.

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Four folder and a search bar

document management 101

Index & Retrieve

Automatically identify the most important information in a document and translate it into searchable and usable data.

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Why is DMS better than cloud storage?

With document management, you can actually find what you’re looking for! Indexing a document identifies the most valuable information in the record and converts it to searchable and usable data. You can't do this with cloud storage.

Manual data entry is time-consuming and error-prone. Boost overall productivity while your scanned document’s vital information is captured and automated with DX.

What is OCR?

Optical Character Recognition (OCR) converts scanned images of text (available in 110+ languages) to electronic text that can be searched and indexed.

DX Feature Highlights

smart capture
Use zonal OCR to automate the extraction of vital information from your documents for quick searching and easy reporting.

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import engine
Automatically add, categorize, and index large quantities of documents from an external source.

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index sets
Maintain consistency by indexing your documents with custom fields.

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Lockbox

document management 101

Encryption & Security

Ensure your documents are secure, backed up, and accessible to the right people.

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How does Document Management secure your documents?

Your document security is critical. First, secure your files by going paperless and housing them in a digital repository. Then, encrypt the documents, making them unreadable by anyone without the proper permissions.

Many industries have regulatory standards to protect confidentiality (i.e., SEC, Sarbanes Oxley, FINRA, GDPR, and HIPAA). Document Management tracks every document’s interaction, so you can maintain compliance with ease.

  • Permissions: Administrators set user and group permissions to control who can view, edit, move, delete, or clone any document.
  • Audit Trail: Keep detailed logs of all actions made within a document.
  • FIPS Compliant: Encrypt your data both at rest and during transit with FIPS (Federal Information Processing Standard) compliance.
  • Government Privacy Regulations: Maintain compliance with SEC, SOX, FINRA, NASD, ISO, GDPR, HIPAA, FDA and more.
  • Backup Your Data: A secure backup protects you against accidental deletion, server errors, or other catastrophic events.

DX Feature Highlights

encryption
Documents are protected by 256 bit encryption and compliant with the Federal Information Processing Standard, known as FIPS.

ReAD Article

audit trail
Track every action taken on a document. 

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secure backup
Enjoy peace of mind knowing your data is safe, secure, and 100% backed up.

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Three profiles and a document with an arrow pointing to a section

document management 101

Collaborate

Keep your team up-to-date with current document versions and next step action items. 

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What are Document Management collaboration tools?

Simply stored documents are a liability. Document Management enables you to assign tasks, alerts, and statuses to documents so next steps are clearly outlined.

Check-in/Check-out features ensure everyone is working with the most current version, while Version Control allows tracking of earlier revisions. Put your documents to work.

DX Feature Highlights

document check-in/check-out
‍‍
Allow one person to edit a document at a time to ensure the document says current.

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version control
Create and track unlimited versions of a document. 

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web access
Get up-to-date status information, wherever you are, on any device.

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Workflow icon with several boxes connected with arrows

document management 101

Automate

Automate recurring business processes like simple approvals or even multi-level processes.

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Does Document Management do Business Process Management?

Daily tasks like data entry, reporting, and file sharing are opportunities for costly errors and time mismanagement. Create custom workflows to automate recurring business processes and increase productivity.

What's an automated workflow?

Automated workflows streamline common document-related processes by assigning actions to users, setting due dates, tracking the status, and creating alerts. This automation enables the frictionless sharing of data and empowers decision making to accomplish goals quickly and correctly!  

What’s an example of an automated workflow?

Sam creates an expense report. If it’s over $100, their supervisor, Jordan, receives an email with a task to review the report. If it’s approved, Jordan is prompted to sign with a digital signature. If the process is not completed within the set due date, an additional email alert is sent out.

The status is tracked and the administrator can monitor all current workflows that are active in one dashboard. They can also receive alerts if any workflows are overdue.

DX Feature Highlights

workflow
Monitor and track a document’s status and progress so you can anticipate any potential issues before they happen! 

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workflow wizard
Automate key business processes, like invoice processing or document signing, with pre-configured workflows.

Workflow Dashboard
Track the status of all active workflows in one place.

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Settings Icon

document management 101

Integrate

Eliminate redundancy and data entry errors by directly integrating to your tech stack. 

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Does Document Management integrate with other applications?

On average, businesses utilized 20+ different tech products, most of which don’t communicate with one another. DocuXplorer’s built-in native integrations and API allows you to connect your data seamlessly.

Connect your CRM, accounting, and digital signature tools with your document repository and secure it all in one place that’s accessible whenever and wherever you need it.

DX Feature Highlights

integrations

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