Document Management



What is Document Management Software?

Running your business’ day to day operations requires a large amount of processes, largely controlled by paper forms, which commonly involve expense reports, sales & purchase orders, bills of lading, proof of deliveries, accounts payable & receivable, HR forms and more, making business operations tedious and document-heavy. In order to keep things moving, documents get passed from one department to the next, often requiring approval or changes at each stop. Document management software can facilitate automatic workflows that help streamline these processes. The documents don't go away, but they become digital and able to be processed more efficiently. By enabling electronic document management, paper documents become the lowest common denominator to transfer information; by decreasing paper shuffling, the unreliability and inefficiencies associated with this method of transfer are in turn reduced.

Why is it needed?

The vast majority of companies out there deal with a high volume of data files, contracts, reports, spreadsheets, workflows etc. Unfortunately a large fraction of this information is often unstructured. It is common to see loosely organized systems and file folders in place usually managed by an individual with little control over who can access the information, as well as when and where. IDC data shows that “the knowledge worker spends about 2.5 hours per day, or roughly 30% of the workday,” searching for information.

Nintex has conducted a survey, of 1,000 full-time employees across industries and departments. 39% of the people interviewed observed broken document processes / sales processes within their organization. In particular:

  • 49% said they have trouble locating documents
  • 43% have trouble with document approval requests and document sharing
  • 33% struggle with the document versioning

These situations create a high probability for data to become lost or compromised. The recall of files all rests with the initial user remembering exactly where a current copy exists. Without proper mechanisms in place, file naming protocols, folders and sub-folders, all too often important documents become misfiled, misnamed, duplicated or deleted without authorization or mistaken for updated versions. With the amount of information flowing in and out of companies on a daily basis, it is no longer a matter of if but when. This becomes all the more pressing for companies who deal with sensitive personal information. New PIPEDA rules for disclosure of breaches related to personal information can make compliance a struggle also, not to mention the increased severity of fines for non-compliance.

The Benefits

Industry leading software such as Ademero’s Content Central, and Square9 Softworks suite of products: GlobalSearch, Global Capture, Global Forms & Global Action provide easy to use solutions for all types of businesses by providing powerful document management software platforms. These software applications allow one to streamline the paper shuffling by switching to a digital medium to replace paperwork allowing for instant search and retrieval. Furthermore, fully customizable, automated and secure workflows can be put in place to optimize your business operations and reduce costs and time associated with user approvals and errors. Content Central and GlobalSearch also allow for integration with your current software packages making for an easy transition and cross functionality.

JBM’s offered document management software will enable your business to:

  • Cut costs and expenses by minimizing paper-based filing
  • Improve file organization and the ability to search and retrieve your documents instantly
  • Streamline manual tasks like data entry with automated indexing tools and approvals with electronic workflows
  • Easily share and collaborate on cross-functional documents
  • Increase document security and simplify compliance
  • Automate document workflow paths with email notifications and full feature editing
  • Integrate with DocuSign®, Microsoft Dynamics™, QuickBooks®, and more
  • Access documents with iOS and Android, laptop, tablet or smartphone
  • Access your documents and data anytime, from anywhere
  • Utilize the platform in English, Spanish, French, Italian, German and More

We Would Love to Hear From You!

Talk with a JBM Document Management Specialist to discuss the opportunities available for your business today!  Call our office at 905-641-4442, or get in touch via the contact page on our website, HERE. Better yet, sign up to attend our upcoming Lunch ‘n Learn event on March 8th at our office where you will hear from Mike Cochi, Regional Sales Director with Square9 Softworks. Click here for more information and to sign up for the event! And remember, Lunch is on JBM!




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