Document Management Software

Built to be scalable throughout the entire organization, regardless of company size, DocuPhase’s Document Management Software gives you control over your enterprise!

Reduced Costs

Going paperless reduces wasteful, paper associated costs. The average office worker uses 10,000 sheets of copy paper every year!

Streamlined Workflows

Automated workflows drastically reduce the time it takes to route and share documents across many different departments and systems.

Increased Visibility

With greater transparency, management can efficiently monitor business processes in real time, in order to make data-driven decisions.

Better Customer Relationships

Empower your team with first call resolution! Deliver excellent quality and speed of support to your customers.

Cleaner Office

Imagine an office with no filing cabinets, fewer shredders and printers, and shelves of storage taken back from paper and printer supplies.

Enforced Compliance

Reduce risk and enforce business rules and security, making it easier and less costly to maintain compliance

Competitive Advantage

With the increase of productivity, your team can perform higher value activities that directly impact sales and customer satisfaction. The market is only getting faster, so in order to remain competitive, it is vital to go paperless!

What is Document Management?

Document Management, also referred to as Enterprise Content Management (ECM), encompasses the processes and procedures your organization uses as it pertains to capturing, storing, securing, and retrieving documents on a daily basis. For many organizations, these processes and procedures can be greatly improved with the use of Document Management Software. It’s about more than just storing data, it transforms your business, allowing data to be shared, interacted with, leveraged, and executed in a new way!

Eliminate the endless search for the documents you need to do your job. Eliminate the endless email strings of attachment after attachment. Eliminate the hand delivery of business critical information which is prone to being lost or stuck under a pile of papers. The functionality of the DocuPhase Document Management Solution is designed to make the 5 primary components of document management - Capture, Storage, Security, Integration & Accessibility – simple, efficient, and effective.

 

Instant Access

From anywhere, at any time, get quick and convenient access to the business information you depend on.

Quick Location & Retrieval of Information. The content and data is now accessible to managers, clients, and remote workers. Your contracts, customer information, corporate images, and financial data are right at your fingertips, at all times. From your mobile devices to your desktop, you can access the data and documents in your document management software that you need to run your business and get work done.

Enable Mobility. No more hunting through filing cabinets, searching through your inbox, or running around from desk to desk looking for vital information. With DocuPhase’s Document Management Software, you can access your documents and data directly from a tablet or phone.

Dynamic Linking automatically “links” related documents, images, PDF’s, checks, all of your stored content together. Clicking the invoice number for a recent payment immediately pulls up the associated check, contract, and all other pertinent information related to that invoice number. From within the Human Resources application, you can click on an employee name to bring up all documents associated with that employee. All related information is connected and tied together for one-click access.

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Storage

A centralized repository for all of your critical business content to be viewed, accessed, shared, and modified.

Any Time, Anywhere Access. All of your unstructured content is stored in a centralized document management repository to be viewed, shared, accessed, and revised. The document management system is an intuitive browser-based interface, allowing you to easily search for, manage, and modify documents from anywhere in the world with virtually any device.

Valuable Features. Key features of our document management software include version control, audit trails, annotations, dynamic linking, and the ability to check in and check out documents. Version control ensures the most current edition is available, eliminating multiple copies of the same document, image or file.

The Protection You Need. The integrity of all previous document versions is maintained, providing a complete audit trail of all activity surrounding every file within the system. The repository also serves as your disaster recovery, backup and business continuity plan.

Secure

Have confidence your content is safe by controlling who sees, accesses, and shares all of your information.

Granular Security and Controls. Protect your valuable business information and ensure that content is not accessible to unauthorized parties. With our granular permissions, you can identify which users or groups have access to which information. Data can be hidden down to a specific index value. For example, you may allow your HR staff to view Social Security numbers, but prevent anyone else in the organization from having access to this information.

Multi-Level Protection. You can set limits down to group, department and specific user’s, as well as restrict the viewing of particular documents or index values based on a user’s point of access. Redactions hide sensitive information without harming the integrity of the original. Advanced security capabilities are an important consideration for any organization with compliance and/or legal concerns.

Compliance, Control & Visibility. Ensure your business operations stays within the bounds of your defined standard operating procedures and the demands of regulatory compliance. WIth added visibility, improved controls, and enforced processes, compliance requirements are met mitigating the expenses associated with risk.

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Data Capture & OCR

Convert your documents, images, emails, PDF’s, and any unstructured data into an electronic format so that it be easily searched for and accessed from anywhere, at any time, every time.

Automate the capture of all of your unstructured content into the document management system: emails, paper documents, images, electronic forms, spreadsheets, videos, and more.

Simplified Scanning Solutions and OCR. Our scanning software automates the sorting and indexing of your content and simplifies the process for getting paper into the system. With advanced optical character recognition (OCR), barcode and extraction solutions, you can streamline the capture of your critical business information, no matter where it is located or what format it is in.

Submit your Digital Files. Our easy-to-use, drag and drop electronic submission technology, ScanDox, simplifies the process for getting all of the information stored on your network, on your computer, and in your electronic files into DocuPhase. With a simple, straightforward interface, all of your documents, PDFs, images and videos can be immediately entered and organized into the document management repository.

Upload your Documents. Using our built in capture tab, you can instantly upload documents into the repository, making them immediately available to the people who need it, from anywhere in the world that you have access to the internet.

Web Forms. Our electronic forms technology provides the ability to capture information and submit it directly into the system. Web Forms uses your internet browser and requires no programming to develop and deploy powerful, easy to use forms. You can even capture items remotely and submit them directly into the system with our mobile app, available on Android and Apple devices.

Together, our advanced solutions work to capture, index and deposit all of your unstructured content directly into the document management repository.

Now that all of your content and data is in the document management system, you can now use this information to actually drive the work through the organization. With workflow automation, your content becomes a dynamic part of your business.

Integrate

Get more work done by seamlessly connecting all of your business systems into a single, cohesive unit.

Bringing Together Data, Content & Processes. The document management software is integrated with your core business systems — your ERP, Accounting software, HR application, CRM, etc.– to connect your unstructured content in the DMS repository with the structured data that resides in your existing systems. You can now access all of your critical business data and your unstructured content from a single interface.

A Single, Cohesive Interface. Access the information stored in the document management system directly from within the business system you are working. For example, you can click a button inside of your ERP to immediately pull up all of the associated information for a transaction, such as the actual check, purchase order, and invoice stored in the document management software.

Simple, Standard and Custom Integration Support. Our solutions incorporate a wide range of tools for easy integration into traditional client-server, desktop, web-based or internally developed custom applications

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Ready to Start Your Digital Transformation?

Forget lost documents, complex processes, and long days at the office. Our team specializes in guiding you through your paperless journey. Find out how our Document Management solution works, and how it can help you kick off your company’s Digital Transformation.

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Useful Resources

 

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When to Invest in Document Management

READ ARTICLE

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Cloud Migration –
Are You Missing Out?

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Disaster Recovery – How a Document Management System Can Help Your Business Survive a Natural Disaster

READ ARTICLE

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What is Document Management?

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Document Management
Buyer's Guide 

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Not Your Mama's Guide
to Going Paperless

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OUR TEAM

At DocuPhase, we’re driven by innovation, problem solving, and creating a better workplace for our customers. Our mission is to partner with our clients, delivering innovative solutions that automate and simplify the workplace with unmatched customer support.

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OUR PROCESS

DocuPhase is your Enterprise Automation partner! Based on your company’s goals and desired outcomes, the DocuPhase team delivers a rapidly deployed solution that will make your office a better workplace with simplified, automated processes and greater capacity for growth.