Document Management Software System
A Document Management System (DMS) is a necessity. Whether you run a small-scale business or a giant business, the emergence of storing confidential documents has become a necessity. Xtended Space document management service stores your goods digitally. Managing physical paperwork consumes lots of time and needs extra space and effort to align and recover when required. Especially, big companies struggle to organize and place official documents rapidly. This process benefits businesses that depend on paper processes like banks, insurance firms, hospitals, real estate agencies, and legal and financial consultants. Digitizing documents through DMS saves time, eradicates errors, and improves efficiency. It corrects common mistakes like billing errors, duplicate payments, and missing files—problems usually faced during audits. Due to the early use of manual audits, the procedure of managing documents used to be done once a year but with the help of DMS it is possible to manage your document system weekly or once a month.
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Document Management System Integration
This system collects your documents and brings them into one central database so that you can find and access them when they require any information. It allows users to collect data from various applications or formats into a single place, where they can view, edit, or update documents as needed. The most significant feature of a DMS is integration because it assures that documents collected from different sources get converted into a digital format and stored securely. This effortless procedure makes document storage and retrieval hassle-free.
Document Scanning and Storage
With multi-function printers or scanners, our team stores your documents which can be easily uploaded to a central database and saved for future use. You can view, manage, and categorise the files according to your company's needs. Several factors need to be considered while storing the documents how they should be kept, where they should be stored, and whether these need to be transferred to some other system or deleted. These guidelines determine whether a scanned document needs long-term storage or temporary access. For that, a well-structured document management system is required to store the company documents safely and are retrieved whenever needed. It reduces the risk of losing crucial information while improving overall efficiency and compliance with company policies.
Versioning
Another feature versioning allows the documents stored in a database to be recovered and edited whenever required. With a cloud-based document management system, you can track every change in real time, making it easy to see updates as they happen. It simplifies the format of editing, saving, and reopening documents from the exact point they were last worked on. It saves time for the employees searching for the latest version or the last point of editing. Also, versioning prevents errors and confusion by maintaining a record of all changes. During requirement, you can restore previous versions of a document this ensures that important information is never lost. It balances the collaboration that allows multiple team members to work on a document without overwriting each other's contributions. This feature is especially useful for businesses handling critical documents that require frequent updates and approvals.
Security
Storing documents is based on the security system in managing the document process. Administrators can set different viewing permissions and categories to protect sensitive documents and ensure better safety. Companies can also control who can access specific documents by limiting viewability based on roles or designations, rather than allowing open access. A DMS makes it easy to manage document accessibility, allowing businesses to decide who can view, edit, or share files. By using a Document Management System, companies can streamline workflows, improve security, and reduce the risk of data breaches. Plus, investing in a DMS can lead to higher returns by saving time, reducing errors, and improving efficiency.
Other Services
Record & Information Management
Xtended Space document management service stores your goods digitally. Managing physical paperwork consumes lots of time and needs extra space and effort to align and recover when required. Especially, big companies struggle to organize and place official documents rapidly.
Scanning and Digitization
Xtended Space offers hassle-free document digitizing solutions so that your productivity remains unaffected and the information workflow within the organization is streamlined.
Secure Documents Shredding
Xtended Space protects your personnel, customers, and corporate data from an information breach or loss, which is now a legal matter, through secure shredding.
Testimonials
The process of digitised storage at Xtended Space is so easy that I can find and access our records quickly without any hassle.
— Rajesh Malhotra
