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Small and medium-sized enterprises (SMEs) constantly face the challenges of managing vast amounts of documents efficiently and securely. A document management system (DMS) can streamline operations, enhance productivity, and ensure compliance. One such solution that stands out for SMEs is MDI Cloud. This blog will explore the essentials of document management systems and highlight how MDI Cloud can transform your document handling processes.
What is a DMS?
A document management system is a software solution that helps businesses store, manage, and track their electronic documents and images of paper-based information. A good DMS provides a range of features, including:
Secure Storage: Ensuring that all documents are stored in a secure and organised manner.
Access Control: Managing who can view or edit documents, thus enhancing security.
Document Retrieval: Allowing quick and easy retrieval of documents through search functions.
Version Control: Tracking changes and maintaining document history.
Compliance Management: Helping businesses comply with legal and regulatory requirements.
DMS Benefits for SMEs
For SMEs, the benefits of a DMS are multifaceted:
Enhanced Efficiency: SMEs often face inefficiencies due to manual document handling, which can be time-consuming and error-prone. Automating document handling processes reduces manual effort and saves time.
Improved Collaboration: Team members may struggle with document sharing and collaboration, especially when working remotely. Team members can easily share and work on documents, regardless of their location with a DMS.
Cost Savings: Physical storage of documents can be costly and risky, with potential for loss or damage. A DMS reduces the need for physical storage and minimising the risk of document loss can lead to significant cost savings.
Regulatory Compliance: SMEs must adhere to document retention policies to avoid non-compliance penalties, which can be complex to manage manually. A DMS ensures that document retention policies are followed, reducing the risk of non-compliance penalties.
How To Go Paperless: Use MDI Cloud
MDI Cloud, developed by Storetec, is a leading document management solution designed specifically for SMEs. Here’s why MDI Cloud stands out:
1. User-Friendly Interface
MDI Cloud is designed to be intuitive and easy to use, ensuring that businesses can get up and running without a steep learning curve. Its straightforward interface allows users to organise, manage, and collaborate on documents with ease.
2. Robust Security Features
Security is a top priority with MDI Cloud. The platform offers user-level access controls, ensuring that only authorised personnel can access specific documents. This prevents unauthorised access and maintains the integrity of your data.
3. Advanced Search Capabilities
With full OCR content search, MDI Cloud enables users to search through millions of documents in seconds. Whether it’s printed or handwritten text, the OCR technology ensures you can find specific information quickly and efficiently.
4. Document Retention and Version Management
Compliance is simplified with MDI Cloud’s automated retention management and version control features. You can set up schedules or rules for how long to keep documents, ensuring you adhere to your retention policies effortlessly.
5. Email Integration
MDI Cloud supports custom email addresses that automatically extract and organise attachments received via email. This feature simplifies document ingestion processes, making your document handling quicker and more efficient.
MDI Cloud: Tailored for SMEs
MDI Cloud is not just a DMS; it’s a solution crafted to meet the unique needs of SMEs. It grows with your business, offering different feature-rich packages based on where you are in your digital journey. Moreover, as a cloud-based solution, MDI Cloud can be implemented without the need for internal IT resources, ensuring a rapid deployment that reduces downtime and increases productivity.
About Storetec
MDI Cloud is a proprietary solution from Storetec, a leader in the document management industry with decades of experience. Storetec’s expertise is backed by industry-leading processes and certifications, ensuring their solutions are secure, compliant, and meet the high standards of their clients.
Conclusion
For SMEs looking to streamline their document management processes, MDI Cloud offers a secure, scalable, and user-friendly solution. By integrating advanced features like OCR content search, automated retention management, email integration and intelligent document processing (IDP), MDI Cloud ensures that your business can manage documents efficiently and compliantly.
To learn more about how MDI Cloud can transform your document management processes, contact Storetec today for a demo.
