Digital document management: the solution for all document flows in your organisation

Have you ever been caught up in the search for that one document? Or do multiple versions of one document exist and it is not clear which version is the right one? In any organisation, there are often an awful lot of documents in circulation. As a result, you can quickly lose the overview. Also, it is not always clear who is allowed to access and edit certain documents.

How do you solve this? With digital document management! We are happy to explain how Zenya helps you gain maximum control over information flows in your organisation.

What is digital document management?

Document management is setting up and managing digital documents as efficiently as possible. The ultimate goal is that everyone in your organisation and those you work with can quickly find, edit and share documents. Are you getting started with document management? Then ask yourself the following questions:

5 benefits of making the switch to document management

Documents stored in mailboxes and on USB sticks, confusion about the most recent version and uncertainty about who is allowed to see certain documents: these are common problems within organisations. With document management, you solve these problems. Wondering if digital document management is of value to your organisation? Proper document management offers many advantages – we list them for you below.

1. Always the right version at hand

Document management allows you to do proper version control. With version management, you ensure that you only have one version of a document, and that the correct version is always available to everyone. This way, there is no confusion about which version of a document is the most recent. This creates clarity.

2. Ensuring information security

Document management makes it easier to ensure information security. With Zenya’s document management software, you set who has access to which documents. This way, only authorised people can access confidential information. This also reduces the risk of a data breach.

3. Time saving

Research by Harris Interactive shows that 83% of office staff lose time every day on inefficient document collaboration. You probably recognise this yourself: you spend time searching for the right documents or you work in an outdated document because you didn’t know there was a new version.

With document management software, you save time. Instead of stray papers and loose folders, you have one digital place for all documents. So you can get to work quickly with up-to-date information.

4. You are compliant

Document management makes it easier to comply with the GDPR. GDPR stands for General Data Protection Regulation. This privacy act regulates that organisations process personal data carefully. Namely, you regulate access for each employee per document. That way, sensitive information, such as personal data, does not end up in the hands of unauthorised people.

5. Working together better and faster

Does a colleague want to view or edit a document, because you are working on something together, or because you might not be there for a while? This is no problem either, provided this colleague has the correct authorisation.

You will never again face the problem of not being able to work in a document because it happens to be somewhere on a hard disk or desktop that you just can’t reach. This can save a lot of frustration. Digital document management can also speed up work processes. It can even help prevent disruption of work processes during times of absence.

A successful document management system in 6 steps

By now you know why a document management system is useful for your organisation, but how do you implement it? These steps will get you to a successful rollout!

Step 1. Involve employees

Working with a document management system brings many benefits, but it changes the way employees work. Take them on board and listen to their needs and ideas. Did you know that there is special software for this? With Zenya BOOST you bring your employees into your new document management system. This way you increase support in your organisation in a low-threshold way.

Step 2. Take a close look at current processes

To achieve good document management, you first need to understand how processes in your organisation run now. Therefore, answer the following questions:

Step 3. Map out what you want to achieve

Based on the results of step two, fine-tune your goals. What do you want to achieve with the new document management system? Decide how you want to digitise information flows and who has access to which documents.

Step 4. Make use of document management software

Don’t have the knowledge or capacity in-house to set up a document management system? We are happy to help you with our document management software Zenya DOC. We will guide you from A to Z during the implementation of the DMS software. Even after going live, we are there to support you.

Step 5. Train your employees

Before going live, make sure employees are comfortable with the software. We are happy to support you in this with Zenya BOOST: this allows you to land the use of your new DMS with employees. Be sure to survey how they experience the new document management system and whether they have any ideas for improvement – this is also possible in BOOST. That way, you will have a solution that works for everyone.

Step 6. Implement the software

The moment has finally arrived: the document management system rollout. Get started with the software. Running into questions? Then let us support you and make the software work for you!

Make the switch to digital document management with Zenya

Is your organisation ready to switch to working with a digital document management system? Read more about getting started with digital document management or contact us.