Three Document Management Solutions That Will Help Your Business

A good document management solution can help you and your business centralise all your files and data in one place, making them accessible and easy to keep track of. Not only can this allow you access to your documents at any time, from any place, and on any device, it can also speed up business operations and improve accuracy.

If you want to improve your business’ efficiency and effectiveness, why not consider using one of Latcham’s document management solutions? From print management, personalisation and communications to document archiving and postal optimisation, our services can help you get your organisation organised. Read on to learn more about the document management solutions that can help your business.

Why use a document management solution?

Businesses create and store huge amounts of physical and digital documents - for instance, contracts, proposals, HR documents, marketing materials, employee handbooks, policy statements, health and safety manuals, and so on.

As we move ever closer to a paperless society, many of these important documents are now saved randomly on laptops, servers, the cloud, and other storage devices. While this is an improvement on what came before, you may still run into document-related difficulties once in a while.

There are many reasons to consider implementing a document management solution for your business. Here are just a few of the key ones:

Cleans up your devices

Many document management solutions allow you to save all your files to one location and then delete them from every other location where they had previously been stored.

Reduces paper usage

Switching to a digital document management solution can help reduce the amount of paper your business uses (and wastes). This can not only benefit the environment but can also save your organisation money by reducing additional costs on printing, storing, maintaining and filing your documents.

Improves overall efficiency

A document management solution can make lengthy searches for documents a thing of the past, which frees up time for employees to spend on more valuable or more important tasks.

Improves security

A document management solution is one of the best ways to keep your important business documents safe and secure, particularly in the digital age. Your files can be stored in a central location, which will be regularly saved and backed up. Most document management solutions will also offer extra security features such as two-factor authentication, folder access control, document auditing, and a range of permissions options in order to achieve the most secure document storage possible.

Search capabilities

Without a document management solution, finding documents quickly can be a difficult task, whether they’re in digital or physical form. Document management solutions offer advanced search capabilities, allowing everyone with access to perform quick and efficient searches for the document(s) they need, when they need it. Some even enable filtering and document content searches.

Improves accuracy

Many document management solutions provide all the necessary features for the creation and editing of documents, such as document annotation and auditing. Collaboration features are often also available, which allows workplaces to easily manage document versions, maintain quality control and reduce inaccuracies.

Reduces costs

The cost of paper, printing, office space, storage facilities, and people to manage all these physical documents certainly adds up. With a document management solution, your business could eliminate or certainly reduce these costs.

Now that we’ve covered the reasons for implementing a document management solution, let’s take a look at some of the main ones your business could benefit from.

Document archiving

Document archiving is essentially the process of putting documents, information and data you no longer use regularly into a secure document storage system.

It can be a complex process to get right, and doing it wrong can make your business vulnerable to security breaches. Professional document archive services like those provided by Latcham can help you ensure that your documents are being managed accurately and effectively, thus reducing the risk of mistakes and helping to improve your data protection.

Document archive services can be carried out in two ways:

On your own premises - this will take up valuable storage space, so you’ll need to implement a proper archiving and storage system in order to achieve maximum efficiency.

Using a document archiving company - a specialist company will store your documents at a specific off-site premises, which can save you valuable office space and make document retrieval much easier for you. Depending on the service you choose, they will:

- archive your documents and send a scanned copy to you when requested
- archive your documents and deliver individual hard copies to you when requested
- scan your paper documents before either archiving or destroying them

Digital solutions

Digital document archiving solutions involve scanning documents and storing them digitally, meaning the user has greater control over their electronic documents. You may be able to manage or access them yourself via an online portal, depending on the company and service you choose.

Businesses that produce a lot of paperwork, require frequent access to past data, or are more likely to be audited can benefit a lot from digital document archive services.

Postal optimisation

Given the increasingly digital nature of modern life (and business), the demand for analogue marketing methods such as print and direct mail has decreased. Therefore, service providers in this sector have had to adapt and develop their services in order to keep up with the rise of digital. That being said, many continue to offer postal optimisation in order to ensure effective and competitive postage pricing for themselves and their customers.

It may sound simple, but postal optimisation involves a number of complex strategies all aimed at reducing postage costs. It aims to reduce organisations’ mailing costs by taking advantage of tools only available to print and mailing management experts like Latcham. These professionals can help your business achieve discounts that you would not have been able to access otherwise.

Here at Latcham, we use our expert knowledge of the postal system, and our position as an organisation that specialises in large volume mailings, to get the best deals for our clients. Thanks to bulk discounts and downstream access agreements, we can significantly reduce the cost of both domestic and international postage.

We can also increase your mail’s efficiency by helping you to increase open rates, ensuring your messaging hits the mark every time. We’re experts in marketing campaign management and personalisation, so can work with you to make sure your communications are as streamlined, cost-effective and optimised for value as possible, whilst also ensuring that audience engagement remains the top priority.

Document design, creation and branding

Print management that is tailored to your business and its specific needs can not only save you money but also boost the effectiveness of your communications and the overall efficiency of your organisation. A print management specialist like Latcham can oversee your entire print process and meet your every requirement using the newest, best and greenest print technology.

From limited volume runs to large volume print orders, print management services have the knowledge, technology and vision to bring your communications to life. From simple communications to awe-inspiring bespoke printed materials, a professional print management service will guide you throughout the creative process, from initial document design right through to post.

At Latcham, we understand the importance of making your communications personal. We work with our clients to achieve creative, functional and personalised document designs and use intelligent targeting to deliver data-driven campaigns that are tailored to your recipients, ensuring that your messaging is on-brand and hits the mark every time.

This allows your business to build relationships with your audience, create better experiences for them, and boost customer engagement and satisfaction by demonstrating that you understand their needs and desires. Whether your communications are digital or printed, we are experts in personalisation and are committed to delivering campaigns that resonate for maximum impact.

Latcham: Outsourced Mail Solutions and Document Management Solutions for a Range of Industries

If you’re looking for document archive services, postal optimisation or print management solutions that are tailored specifically to you and your business, get in touch with Latcham today. We handpick the latest technological tools to suit your business and your customers’ needs. Whether you need secure document storage, reduced postage costs, efficient mailings, simple communications or bespoke printed materials, our expertise and experience are sure to help optimise your business operations.

Get in touch today to discuss your requirements with a member of our team or visit our website to find out more about our range of solutions that are trusted by businesses of varying sizes and across a range of sectors.