top of page

What is Document Management

Business routine
Streamlined Document Management

Document management is the process of organising, storing, and controlling access to documents so that information can be easily found, used, and kept secure. Effective document management is critical for any business,  it reduces wasted time, supports compliance with regulations, and ensures important records are never lost.  

Businesses handle many types of documents that benefit from structured management, including: 
 

  • Invoices and purchase orders 
     

  • Contracts and agreements 
     

  • Employee records and HR files 
     

  • Policies, procedures, and manuals 
     

  • Client communications and project files 
     

  • Compliance and audit records 
     

Managing these properly helps maintain accuracy, supports collaboration, and reduces risk especially in regulated industries where mistakes can mean penalties. At Anglian IT and Scanning Services we have been experts in document management since 2002, working both with our local communities and globally to help business’ work out the best, most durable and stress free solution for them.  

Digital design
Ways of Managing Documents 

There are several approaches to managing documents depending on a company’s needs and size: 
 

  • Physical document management:
    Paper filing systems, organised storage rooms, and filing cabinets. While familiar, this can be slow, space-heavy, and at higher risk of loss or damage. 
     

  • Digital/online document management:
    Using secure software or cloud platforms to scan, store, and organise documents electronically. This allows quick searching, collaboration, and remote access. 
     

  • Hybrid systems:
    A mix of physical and digital, where documents are partly digitised but paper records are also maintained. This is common for businesses transitioning to a paper-light environment. 
     

Our services can be tailored to fit each approach, building custom integrations and plug-ins to ensure the system works seamlessly with your existing workflows. With our Scanning bureau and other services this can be easily streamlined into the best solution.  

External Storage
Additional Storage, Archiving, and Protection 

Beyond day-to-day management, businesses also need solutions for long-term storage and archiving. This ensures historical records remain accessible while keeping active systems lean and efficient. Archiving is especially important for: 
 

  • Legal and compliance requirements 
     

  • Financial audits 
     

  • HR and employee record retention
     

  • Client history and legacy projects 
     

Equally important is data protection. Secure document management reduces risks of breaches, supports GDPR compliance, and ensures only authorised users can access sensitive information. 
 

Additional solutions may include: 
 

  • Cloud storage systems for scalability and remote access 
     

  • On-premises servers for businesses requiring full in-house control 
     

  • Encrypted backup solutions for disaster recovery 
     

  • Custom plug-ins and integrations to connect document management with finance systems, HR platforms, CRM tools, or any other business software 
     

With the right system in place, document management becomes more than just storage — it’s a way to streamline operations, protect data, and future-proof your business. 
 

Anglian IT and Scanning Solutions can help this happen, no matter the size of your business or the task ahead. Please contact us for a FREE 30 minute initial consultancy  call. This comes with no obligation and our document management experts are happy to give you some free tips to get your journey started regardless of whether it continues on with us or you decide your own solution.  

Financial Consultation
Our Document Management System Services 

At Anglian IT and Scanning Solutions, we provide end-to-end document management services designed to support your organisation at every stage: 
 

  • System Design & Consultation 
    Identifying your needs, compliance requirements, and ideal workflows 
     

  • Implementation & Configuration 
    Deploying and tailoring Synergy to match your organisation’s structure 
     

  • Data Migration 
    Moving documents and metadata securely from legacy systems or paper archives 
     

  • Workflow Customisation 
    Creating automated processes to streamline operations and reduce manual tasks 
     

  • Integration Development 
    Building custom integrations so Synergy works seamlessly with your existing tools and platforms 
     

  • Training & Enablement 
    Empowering your teams to use the system confidently and effectively 
     

  • Support & Maintenance 
    Ongoing assistance, updates, and system health checks to keep everything running smoothly 
     

  • Scalable Growth 
    Ensuring your document management solution evolves as your organisation does 


With our expertise and Synergy’s proven capabilities, we deliver document management systems that are secure, efficient, and built to grow with your business. 

bottom of page