Document Management

How does Document Management help?
Why spend time looking for Documents which should be at Your Fingertips?

Benefits of Document Management

Vendor Management Solutions – Document Management (VMS-DM) allows an independent 3rd party to help you mitigate risks related to the management of complex and critical vendor documentation. By utilizing this service, you gain increased visibility to your critical documents, contracts, certifications, and licenses, resulting in operational excellence, and lower overall risk to your business.

  • Vendor-Supplier Database
  • Rates and Renewals
  • Compliance
  • Unlimited Storage of All Documents
  • Database Management
  • Contract Term Notification
  • T&C Separations and Notifications
  • Inspection, Certification, and License Notifications
  • Seat License

Document Management Increases Efficiency and Effectiveness

Documents, whether electronic or paper, are an essential component of just about any enterprise. Managing business information, sometimes from several sources, can be a challenging task.

Depending on the nature of your company, a document management solution that captures, stores, and retrieves both paper and electronic documents can provide many key benefits to your organization.

Uncovering operational solutions that increase efficiency and improve employee performance often begins with document management. Document management involves digitizing, organizing, and storing files. The process makes it easier to find, share, track, and save all documents and streamline office processes and filing systems.

Benefits of

VMS Document Management

Benefits of a Software-Based DMS

Commercial property costs are increasing and so is the expense to store paper documents. A software-based document management solution that can reduce the need for file cabinets, boxes, and storage bins is a valuable asset to any enterprise. Documents that have to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse or vault.

Document Management Provides Enhanced Security

Document security is vital to many enterprises. A document repository provides better control over sensitive documents. Access to documents can be controlled at the folder level. Also, a document repository leaves an audit trail of who has viewed a document, when it was accessed, and how it may have been modified. Managed documents are highly traceable and can be tagged to allow for automated alerts.

Improved Regulatory Compliance

Compliance Requirements for certain documents can be quite complex. Non-conformance can lead to fines, revoked licenses, and in some cases criminal liability. Federal and state regulatory regulations such as Sarbanes Oxley and HIPPA mandate strict security and privacy guidelines. Secure DM reduces the risk of non-compliance.

Easier Retrieval

Searching for and retrieving documents can be very time consuming – and we all know time is money. A document management solution, specific for your enterprise, can be a powerful, time-saving tool. With a document management solution files can be retrieved from anywhere at any time as long as there is an internet connection.

Better Collaboration

With document management, information sharing and collaboration can be a lot easier. Documents captured from different sources can be accessed from multiple locations. Electronic imaging makes sharing documents over a network via email or the Internet possible. It provides greater visibility to business processes and can allow for better workflow.

Better Backup and Disaster Recovery

Any document management solution should include a data backup and disaster recovery plan. With digital archiving as a backup, paper documents are protected from fire and flood, and other disasters. Also, because imaged documents are centrally stored they cannot be lost or misplaced after viewing. Documents are less likely to be misfiled, and if so they are easier to locate with cross-indexing. Documents can be digitized and archived at their point of entry into the system.

Want to know more about VMS Document Management?

Use this contact form to reach us. One of our representatives will be in touch. Once we know more about your needs, we will be able to provide a solution to your business.

  • Spend Analytics

    Provides identification of profitability trends and compares/contrasts changes over time.

  • Benchmarking (Rates-Terms):

    Gain a competitive advantage with national insight on spend categories and vendors.

  • Vendor Risk Management:

    Track historical vendor data. Avoid duplication of selection errors.

  • Document Management System

    Increases search efficiency with a detailed centralized repository.

  • Vendor Contract and Agreement Inventory

    Stops the misplacement of potentially cost affecting agreements and loss of assets.

  • Spend Visibility

    Identifies savings opportunities to better enforce and facilitate contract compliance.

VMS Document Management Inquiry