Electronic Document Management Systems & Consultancy
What are Electronic Document Management Systems?
An Electronic Document Management System (EDMS) is a purpose-built solution designed for effective document control, allowing members within an organisation to store, organise, format and manage digital documents securely.
It replaces inefficient paper records with a streamlined system that ensures regulatory compliance, enhances productivity, and improves existing workflows within your organisation. This centralised and secure system helps reduce existing inefficiencies, enables improvement of existing processes in regard to collaboration and document management, and offers real-time access to critical information.
OSS has the ability to integrate with any system, to date we have integrated with Emis, TPP SystmOne, OneAdvanced Docman, NHS NDR (National Document Repository), Genisys Technology and DocUware.
Accreditations and Certifications
Benefits of Document Management Systems
A good document management system offers businesses numerous benefits by improving efficiency, ensuring regulatory compliance, and strengthening data security. It allows people within organisations to find documents quickly, reducing wasted time and the need to rely solely on physical files and searching through filing cabinets.
Another benefit is that certain automated process within a document management system can help minimise manual data entry processing time and errors, and seamless file sharing and file storage can help foster collaboration and a streamlined workflow.
In addition, implementing such a system can help an organisation think about disaster recovery and safeguard against unpredictable external factors such as building fires, flooding or water damage by protecting critical files from an unexpected loss.
By eliminating the need for large upfront investments in physical storage, businesses can also achieve significant cost savings by repurposing the space they regain from scanning and storing all their critical documents digitally.
Choosing the Right Document Management Software
When it comes to document handling, choosing the right document management system is essential. Whether you need to scan and store physical files or integrate with existing systems, we provide tailored document management solutions that align with your business processes, while fulfilling you obligation to meet compliance laws.
If your organisation is already using an electronic document management system (DMS), we can integrate your scanned digital documents into your current document repository, complete with metadata, revision controls, and document version control and auditing.
If your DMS is not natively compatible with Kodak output, do not worry as by working with numerous DMS suppliers, our team at OSS can offer a custom integration code which will allow for high-speed batch importing.
Genisys Document Management Software
Genisys is a versatile, easy-to-use Document Management System that has been successfully implemented into many different organisations and sectors in the UK. Many businesses experience lower costs, cutting over 50% of operational expenses and time spent handling paper processes by reducing manual data entry, and maintaining accurate information in a centralised, secure location.
OSS are proud to be the leading reseller of Genisys in the UK. Genisys is essentially a robust document management software that offers scalable solutions for organisations of many different sizes and scopes.
As a leading reseller of Genisys Document Management Software, we offer specialist consultancy on its implementation, configuration, and operation.
We have been working with Genisys to offer our clients a complete document management solution and have collaborated on large national projects. A partnership that the OSS Team is proud of and one that has been particularly successful is our partnership with the NHS in England and Scotland, which we continue to strengthen currently through ongoing and active system support.
Our team provides in-depth training, helping employees navigate the system for improved efficiency and improved accuracy in retrieving documents. This ensures your organisation benefits from a robust, secure, and scalable document management solution.
Benefits of A Genisys Document Management Solution
Opting for Genisys comes with a lot of benefits for organisations in the UK, a few of these benefits are as follows:
A user-friendly interface with familiar Windows®-style functionality with the ability to scan and store single or multiple page documents in black and white or in colour and this EDMS offers interface annotation and markup tools for convenience. With multiple indexing options and numerous accepted document types, businesses can organise files for rapid document search and quick retrieval.
The system offers seamless email integration with secure access through control procedures to restrict unauthorised entry, while being MAPI compliant. In addition, the scalable design supports expansion across departments and business locations, while offering functionality to route any digital file into Genisys e.g. email, audio etc.
Hosted Document Management Service for Organisations
Once your files have been scanned, if your organisation’s document management needs include cloud-based accessibility, OSS provides secure hosted document management solutions, ensuring easy access to documents from any location.
There are many ways that we can securely deliver this service depending on your preferences and working practises. Below are the two main options that can then be tailored to your needs:
Web Site Retrieval
Access your digital document management system through a secure web content portal using authorised credentials.
Digitally access your key documents and images that will be held and stored on OSS’s encrypted servers, ensuring compliance with official UK regulations.
Virtual Server Retrieval
A highly secure solution used by many high-profile public bodies, this method enables users to access a virtual desktop without the need for additional software. Businesses can seamlessly use applications like Microsoft Office alongside their EDMS, ensuring centralised document access for improved collaboration and retrieval.
It is also ideal for organisation’s opting for more paperless environments and remote working, as it provides a flexible and efficient solution for managing digital files.
Particularly beneficial for public sector organisations, it helps maintain regulatory compliance, enforce document control procedures for secure and structured document management.
Expert Document Consultancy Service
At On-Site Scanning (OSS), we provide comprehensive document management consultancy services to help organisations streamline their document management processes. Whatever questions or issues you may have, we will provide impartial advice and guidance on scanners, document management software, integrating electronic files with current document management systems and destruction.
Our consultants work closely with businesses to assess existing documentation workflows, identify bottlenecks, and implement efficient solutions like a document management system that meets the needs and requirements of your business, while ensuring compliance.
Why Choose OSS's Document Consultancy Service?
Every organisation faces unique document management challenges, whether due to inefficient processes, outdated systems, or the growing need for secure digital documentation.
Our skilled document management consultants offer tailored document management solutions to help improve your business operations, save time and reduce administration costs. Here are a few reasons why OSS’s Document Consultancy Service is trusted by many UK businesses:
Comprehensive Assessment and Expert Guidance
Our consultancy begins with a thorough evaluation of your current document management practices. We consider factors such as the volume of documents, sensitivity of information, and existing workflows.
We recognise that a one-size-fits-all approach doesn’t work. So, we offer honest advice and will always be upfront and transparent on what is best for your business. If it is not cost efficient for you to scan all your files, we will tell you that, and help you decide what the best solution may be for your organisation’s budget and needs.
Tailored Document Management Services and Solutions
Choosing the right document management system is essential for efficiency and compliance. Our management consultants have extensive experience in workflow automation, document scanning, and secure data and document storage. We assist with the implementation of document management solutions, ensuring smooth integration with your existing systems.
Our strong industry partnerships allow us to recommend the best platform for your document management requirements. We also provide expert guidance on version control, risk mitigation, and best practice implementation to enhance efficiency.
Experienced in Software Integration and Scanning Technology
Selecting the right hardware and software is crucial for a seamless transition to digital document management.
Leveraging our exclusive partnerships with industry leaders like Kodak and Panasonic, we offer competitive pricing on state-of-the-art scanners suited to your specific needs. Our team also provides guidance on integrating electronic files with your existing document management systems, ensuring a cohesive and efficient workflow.
Expertise in Genisys Document Management Software
As a leading reseller of Genisys Document Management Software, we offer specialist consultancy on its implementation, configuration, and operation.
Our team provides in-depth training, helping employees navigate the system for improved efficiency and improved accuracy in retrieving documents. This ensures your organisation benefits from a robust, secure, and scalable document management solution. More information and details can be found on our Document Management
Software page.
Secure Data Handling
Ensuring secure data handling is at the heart of our consultancy services. We are fully registered under the Data Protection Act 2018 (Registration Number Z2115224) and adhere to official industry standards and procedures.
Whether your organisation deals with sensitive legal files, NHS records, or corporate documentation, we can help develop and implement comprehensive document management solutions for our clients based on in-depth analysis and the recommendations of our experts.
Get in Touch for Expert Electronic Document Management Systems
Choosing the right EDMS is crucial for maintaining compliance, reducing inefficiency, and improving the way in which your business operates. A poor document management strategy can lead to misplaced files, security vulnerabilities, and avoidable inefficiencies.
That’s why OSS can help organisations integrate a purpose-built electronic document management system that meets their document management needs. If you’re looking to find the right electronic document management system or software for document storage and improved file retrieval, contact our expert team at OSS on 01475 648 212 today, or simply fill out a contact form and we will get back to you as soon as possible.
