Every day businesses manage multiple types of documents including invoices, purchase orders, GST records, agreements, Bills of Entry etc. This makes it challenging to locate a specific document when there is no centralized system in place. Additionally, managing changes made to each document, controlling access to each document and maintaining accurate records for auditing purposes are all challenges associated with managing multiple types of documents.
Document Management Software allows you to keep your documents organized in a central location. Your documents are then easily accessible for storage, finding, managing and tracking.
SEPFUST Document Management Software does more than store documents. It has the ability to "read" documents with AI, extract pertinent information from them, categorize files and organize those files based on your company's specifications.
How Does Document Management Software Work?
Document management software gathers documents from various locations, processes them and stores them in an organized manner. After that, users are able to locate files, determine who has access to those files and follow the document's progress through time.
Here is how the process works with SEPFUST DMS:
1. Collect Documents from Different Sources
The first stage involves getting the documents into the system. Business organizations will likely get files via email, manually upload files, or save files in folders on a server.
SEPFUST DMS supports configurable email integration, including sender and recipient settings, and server-folder integration. Documents can be picked up from designated folders based on the configured workflow.
This reduces the need to collect and upload every document manually.
2. Read and Extract Document Information
Employees must retrieve certain information contained within an invoice, GST record, agreement, etc. once the employee has stored the document.
Document processing with AI can review the contents of a given number of document types and retrieve pertinent data from those documents, minimizing the time required to review each document individually and manually input the data.
For example, when an invoice is received, the system can help identify information such as the invoice number, date, supplier details and tax amounts, depending on the document format and configuration.
3. Classify and Organise Documents Automatically
Once a document is processed, it needs to be stored in the right place.
SEPFUST DMS has the ability to allow organizations to create business-specific rules for classifying and organizing documents into customized folders. These rules can accurately represent the way that organizations handle various types of documents.
For example:
- Purchase invoices can be organised under purchase records.
- GST documents can be grouped under tax compliance.
- Agreements can be stored in designated contract folders.
- Bills of Entry and Shipping Bills can be organised under import-export records.
This will create consistency in how you manage your documents and will allow you to reduce the amount of time you spend manually organizing files.
Documents received from various sources are automatically matched against predefined rules. Based on the configured rules, each document is identified by type and filed in its designated location. This automates document sorting and storage, eliminating the manual effort required to organise and maintain documents in their respective locations.
4. Find Documents Through Search
When employees are unable to recall a file name or where it is stored, finding a document among hundreds of other documents can become very difficult.
A document management system provides users with the ability to locate documents through structured indexing and searching functions. AI-based search systems provide users with the option of locating documents by using the available document data, in addition to using only the folder name to identify files.
This is especially beneficial to those working in finance and/or taxation who will often require previously issued invoices, supporting documentation and/or records when conducting audits.
5. Control Access and Track Document History
Employee access to business documents is not required for all employees. DMS provides the capability to define and assign access permissions based on company guidelines.
Depending on the features selected, it may keep track of document activities and histories. This allows teams to determine what has happened with each document as well as prepare for internal reviews and audits.
Business Problems SEPFUST Document Management Software Solves
Too Much Time Spent Searching for Files
Employees find it easier to search for files using centralized storage, file classification, and file searching methods. This eliminates having to look through several emails and file folders.
Manual Document Sorting
Configurable rules can be used to organize incoming documents based on document types and business requirements.
Repetitive Data Entry
AI-based document reading and information extraction can save manual work in reading and extracting information from supported documents.
Difficulty Preparing for Audits
Businesses can find and use supporting documentation, as well as review their own records, with greater efficiency when they maintain organized records, have access controls, and track document histories.
Why Choose SEPFUST Document Management Software?
SEPFUST DMS allows you to organize your system based on the way you run your business. It doesn't force each department to use the same file system.
Its capabilities include:
- Centralised document storage.
- AI-powered document reading and extraction.
- Business-specific classification and folder rules.
- Configurable email integration.
- Server-folder integration.
- Document search and retrieval.
- Access control and document history.
These features help businesses manage documents from receipt to retrieval in a more structured way.
Conclusion
Document management software operates through collecting documents, reading pertinent data from these documents, structuring the documents into organized files, and then facilitating the retrieval and tracking of those files. If configured correctly, document management software can decrease manual work and enable employees to utilize their time more effectively when working with files.
SEPFUST Document Management Software allows organizations to transition from simple file organization to an advanced, AI-driven process for document management, as well as a variety of integration options that are specific to your company's needs.
Explore SEPFUST Document Management Software to see how it can support your document management requirements.
Frequently Asked Questions (FAQs)
Q1. How does document management software work?
This system is designed to store, organize, read, and retrieve all your business-related documents in one centralized location.
Q2. Can document management software organise documents automatically?
Yes, it will use its configurable rules to organize and file your documents.
Q3. Can SEPFUST DMS extract data from invoices?
Yes. Its artificial intelligence-based processing scans all supported document types and pulls out important data.
Q4. Does SEPFUST DMS support email integration?
Yes. It supports configurable email integration and server-folder integration.
Q5. How does DMS help with audits?
It allows teams to locate supporting documentation, keep their records organized, and keep track of the history of their documents.
Q6. Who can use SEPFUST DMS?
Teams that manage a lot of company records (finance, taxes, buying, human resources etc.)
SEPFUST DMS automates document collection, data extraction, and classification, helping businesses reduce manual work, find files faster, and maintain organised, audit-ready records.
