This document discusses the benefits of document management software for businesses. It notes that traditional paper-based practices are inefficient, with staff spending 6 weeks per year searching for documents and companies losing 20% of records annually to misfiling. The document then outlines how document management software can help by providing a centralized electronic filing system, enhanced security, efficient searching, electronic workflows and signatures, and integration with other software. It argues that these benefits can save time and costs while improving compliance, and that the software offers a fast return on investment for businesses.

1. Document Management Software:
A Worthwhile Investment?
Tom Games
National Sales Manger - Virtual Cabinet

2. Introduction
Tom Games has over 5 years’ experience working in the Document
Management industry and specialises in assisting medium and large
tier accounting firms to transfer to a paperless office, streamline
their document processes and increase document efficiencies.

3. The hidden facts
• Staff usually send 2 files per day to 5 people = 10 files in multiple
places
• The average professional spends 6 weeks a year waiting or
searching for documents

4. • Companies typically lose up to 20% of their records each year to
misfiling
• Digital signatures reduce client turnaround times 80 % on average
The hidden facts

5. Are you running an efficient business
The common problems we find before implementation time and
time again:
• Information data chaos and overload
• Email – organisation and complexity
• Filing and searching – wasted time and money

6. • Security – vulnerabilities
• Compliance – legislation and industry requirements
• Approvals – slow and inefficient
• Workflows – bottlenecks and confusion
Are you running an efficient business

7. • Document access – convenience
• Information silos – multiple data locations
Are you running an efficient business

8. The traditional practice – the old way

9. • Printing off documents
• Documents saved to a folder structure
• Emails saved in multiple locations (individual Outlook folders)
• Approvals by email
The traditional practice – the old way

10. • Clients signing with a written signature
• Sensitive documents sent via email (not secure)
• Employees spending a large amount of time searching for
documents
The traditional practice – the old way

11. The modern practice – with
Document Management software

12. The modern practice – with
Document Management software
• Centralised filing system for all types of information
• Enhanced security
• Quick efficient searching
• Audit trials
• Automatic email filing

13. • Electronic document in-trays
• Electronic document workflow
• Integration with other software
• Powerful reporting
The modern practice – with
Document Management software

14. • Secure document sharing
• Electronic signatures
• Mobile access
• Email reminders
• Two-way document exchange
Document Management software
add-on – Secure Portal

15. Key benefits of Document
Management software
• Time savings – 6 weeks per person each year
• Increased levels of service and efficiencies
• Space savings and cost of storage greatly reduced
• Fast return on investment
• Integration with current systems e.g. Outlook and PM software
• Help comply with legislation and privacy laws e.g. EU GDPR

16. Are you too busy to innovate?

17. Questions? Thank you
tom.games@virtualcabinet.com | (+61) 401 759 279
VirtualCabinet.com