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DOCUMENT ARCHIVING SYSTEM

Master secure archiving and compliance with ease 

Struggling with document security and compliance challenges? DocuWare protects what must not be lost, stolen or compromised and helps you ensure that critical business information is always accessible and audit-ready.

  • Simplify compliance with UK data protection laws like GDPR
  • Maintain the confidentiality of sensitive information
  • Strengthen business continuity

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More than 19,000 customers from all industries trust in DocuWare

 

Unified security for all your documents   

Achieve a paperless office reducing security risks and enhancing efficiency. DocuWare securely archives all file types in a centralised system: From office documents and emails to paper mail and files from your ERP or CRM. This breaks down information silos, ensuring secure operations and access to information at all times.

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Secure collaboration with effective data protection 

Eliminate risky paper processes, incomplete information and uncontrolled document access. DocuWare’s user-rights structure, clearly defined processes and unchangeable system entries protect against document loss, misuse and manipulation, while enabling secure collaboration from anywhere.

 

Transparent document lifecycle and workflows

Take advantage of transparent document capture, approvals and distribution. DocuWare tracks every action taken on a document throughout its entire lifecycle. Traceability ensures you know who has accessed and modified documents, promoting accountability for all your compliance management needs.  

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Simplified audit management 

Got an audit coming up? Strengthen your audit preparation with everything you need, all in one place. Audit-relevant documents stored in DocuWare can be quickly retrieved and made available for external or internal review with a complete audit trail in just a few steps. 

 

Prepared for disasters  

In the face of fires, floods, or malicious attacks, unprepared organisations can face devastating losses. Secure archiving with DocuWare supports business continuity during emergencies, keeping your critical information safe and accessible when you need it most. 

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Ready for more?

The safest home for your documents

When business documents such as invoices, personnel files, vendor contracts and customer records are securely organised, your company can protect itself from litigation, leaks and loss while realising the key benefits of digitisation. DocuWare provides the key features and document management tools to ensure the confidentiality, integrity and availability of your critical information, with flexible integration for secure storage and access from across your IT ecosystem.

  • 24/7 Availability
  • 100 % Integritiy
  • 100 % Confidentiality
  • 360° Connectivity

Incomplete information is history

Documents archived with DocuWare won’t get lost in chaotic directories, or personal email accounts. Centralised archiving with structured index data combined with powerful full-text indexing and search capabilities ensure that information is always reliable and complete in real-time.

Keep data accurate, reliable, and intact

DocuWare logs every document capture, access, version and annotation so you can track the entire document history. In addition, every workflow step is documented, making processes transparent and traceable even years later. Auditing has never been faster or more comprehensive. 

Data protection made easy

DocuWare uses a sophisticated permission structure to manage documents, user roles and access levels. Administrators can assign specific rights to users, ensuring that only authorised individuals can access or modify documents. This granular control supports compliance with regulations like GDPR.

  

 

End-to-end document security across your IT ecosystem

DocuWare integrates seamlessly with your business applications, providing secure processes and document access across systems. Use DocuWare as a secure archive for your ERP system or email. Provide secure access to documents and tasks from Microsoft Teams and other collaboration platforms.

Route and complete tasks digitally

  • Use digital workflows to forward documents to employees for approval or more information. Stamps and annotations can be added during editing without changing the original documents.  
  • As a result, all parties are always aware of the current status. If a task is delayed, DocuWare prompts you with a reminder. 

Always a step ahead

  • Keep an eye on important dates and deadlines with automatic notifications and status information from DocuWare.  
  • Whether employee contracts or certificates are expiring, or an anniversary is coming up, you’ll have enough time to get everything started proactively, even in hectic times.  

Frequently asked questions 

How does DocuWare ensure the security of archived documents?

DocuWare employs multiple layers of security, including encryption, user authentication, and role-based access controls. Reliability and uninterrupted access are guaranteed by DocuWare as a cloud solution. Based on Microsoft Azure, all data is AES encrypted, stored in high-performance data centers in the EU, the US, Japan or Australia and mirrored three times in the respective region. 

Which types of documents can DocuWare securely archive?

With DocuWare, you can store and protect any types of documents in any format and from any source. Here are just a few examples:  

  • Finance and accounting: (E-)Invoices, purchase orders, bills of lading, financial statements 
  • Employee records: Applications, performance reviews, payrolls, and other HR documents 
  • Contracts: Legal agreements and other binding documents 
  • Sales: Customer files, orders and price lists 
  • Emails and their attachments: Important communications that need to be archived from Outlook or other email clients for secure email management  
  • Microsoft Office files: Word, Excel, PowerPoint, and more 
  • PDFs and scanned documents: Digitised versions of paper documents. 

All these documents are stored with advanced encryption and access controls to ensure their security and compliance with various regulations. 

How does DocuWare support compliance with regulations like GDPR?

DocuWare includes features specifically designed to meet regulatory requirements. These features include advanced encryption, detailed audit trails, and automated retention policies. DocuWare is also certified for various compliance standards, guaranteeing that your data is handled according to legal requirements.    

Can document retention and deletion be automated with DocuWare?

Legal requirements often mandate retention periods of up to 10 years or more. The retention period for documents in DocuWare can be customised based on compliance requirements or your organisation’s needs. You can set retention policies to automatically manage the lifecycle of your documents, ensuring they are retained for the appropriate timeframe and securely deleted when no longer needed. 

Real people, real results

Everything is now filed and easily retrievable in one document repository. Our Customer Services team achieved a time saving of approximately 15 hours of filing per week. The system has provided greater security, retrieval is simpler and faster, with all the information accessible from any location.

Read case study

Sue Brennan
Information System Manager, Swagelok

The goal was to decrease our reliance on paper-based systems and processes whilst exceeding our already high levels of compliance, all within a cost-effective manner.

Read case study

Sara Barrett
HR Project Coordinator, Chichester College

Certified and top-rated

Catana Report

Create seamless and scalable business processes

Unleash the power of a powerful document management and workflow automation platform.
Explore versatile solutions to increase productivity across departments and teams.

Ready for simplified security and audit preparation? 

 

 

Contact us to learn more!

Discover how you can unlock the full potential of DocuWare within just a few days. Whether you have questions or need guidance, we’re committed to helping you explore the best pathways forward.

We're excited to show you DocuWare, either live or to connect you with a digitization expert from our partner network in your area.