Electronic Document Management

Digital File Management Solutions

Organizations have traditionally depended on paper filing systems for document storage and retrieval. However, paper records are extremely difficult to manage because they have to be manually stored and retrieved. Electronic Document Management systems solve storage and retrieval problems inherent in paper filing systems, while reducing business costs and providing instant access to information.

Our goal is always: reduce costs by automating tasks and improving productivity. Whether you require a middle-ware to recognize scanned invoices, an application to help mobilize your salesforce, or an electronic content management system to help maintain your ISO certification, OT Group has the experience and the know-how to make your project a success.

Document Management

What is an Electronic Document Management System?

An Electronic Document Management system is a software that allows your business to organize, store and manage every type of document that your company has - all in one easy-to-use solution. By storing a large volume of digital documents in one centralized location, an electronic document management system makes the quick retrieval, management, storage and use of your important documents a seamless experience. It even allows you to integrate those documents into your company’s existing system. 

By consolidating core business information onto one cloud-based system, you’ll be able to access information no matter where you’re working. 

Electronic Document Management System

Best Practices When Transitioning From Paper-Based to Electronic Document Management

Once you’ve chosen the right electronic document management software for the unique needs of your business, you’ll be able to significantly enhance your company’s processes. However, many are daunted by the initial transition period. 

The transition may seem like hard work, but it’s really not as difficult as it feels. The important thing is to stick to a few best practices:

  1. Prepare your paperwork.
  2. Find the right technology and work with an outsourced expert for a seamless experience.
  3. Pick a focus area that will get your employees on board with new technologies.

Interested to learn more about this transition process and the best practices involved? Then why not read our blog, titled ‘3 Simple Steps to Transition From Paper-Based to Electronic Document Management’, for more detailed tips.


What are the Results of Electronic Document Management? 

Research from IDC found that document challenges account for 21.3 percent of productivity loss, while a report from PricewaterhouseCoopers found that 7.5 per cent of all paper-based documents in a business will be lost or misplaced. 

It’s clear that paper-based document management will result in wasted time, efficiency losses and unneeded costs.

With an Electronic Document Management system (EDMs) your business will have a better and more efficient way of storing documents and automate tasks. This will reduce business costs, improve productivity and give you instant access to information when needed.

Not only that, but Electronic Document Management systems will bring your organization significant process automation benefits. An EDMs will help you to automate processes such as accounts payable, capital expenditure and operational expenses, HR onboarding and much more. These improve the operational efficiencies of your business and empower you to become more profitable. 

Document Management Services

Chances are your data is scattered across your network in various file locations, outlook folders and databases - not to mention those paper files in filing cabinets and the piles of paper on your desk.

OT Group can help you effectively capture, process, secure, access and integrate your data into one seamless system that makes use of electronic records and digital workflows.

Through our Digital Document Management solution, we will help your business improve business efficiencies and productivity, while reducing the costs and time associated with burdensome administrative tasks and paper-intensive processes.

Document Management Services


It is critically important to ensure that the data you need is accessible when it is required.

Of equal importance is the need to ensure that sensitive or personal data is available only to those authorized to see it, and only for the period of time during which they need it.

OT Group's document management solution ensures that your data is properly secured and controlled for regulatory compliance and risk management.

Regulatory compliance

With an increasing number of regulations and need for operational transparency for businesses and organizations, regulatory compliance has become a huge concern for many leading companies.

Our team will work closely with you to provide advice and help you to manage regulatory risks with respect to data collection, retention and distribution.

Line of Business Integration

Even the most basic document management software package can perform scan, store and retrieval functions. What sets our software apart is its ability to integrate seamlessly with line of business applications for many different industries including: finance, higher education, manufacturing, engineering and government.

Your users can find, access and store documents within their normal business applications in their native formats.

User Training and Acceptance

The success of any software installation is ensuring that the process is well planned and executed effectively. Our Microsoft Certified Small Business Specialists will help to make the transition to your new software or network solution as seamless and trouble-free as possible. OT Group will train your organization to be self-sufficient by:

  • Involving key staff in the design and implementation of the solution.
  • Assist in the development or enhancement of the role of your key in-house technology support staff.
  • Train all users to the appropriate level.
  • Provide quality eSupport, telephone and in-person service support for problem resolution.

Talk to An Expert

Reach out to our team of IT infrastructure experts today and find out how our vendor-neutral approach will ensure your organization is able to implement the right hardware and software to reach your yearly goals.

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IT Solutions

Technology has changed rapidly in the past 30 years, but OT Group’s ability to help customers use it effectively hasn't. Our experience with thousands of different companies and our 360-degree view of technology gives us the unique ability to optimize your existing assets and implement a state-of-the-art IT solution that will transform your company’s processes.


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