The Basics
If you’re managing piles of paperwork, chasing approvals, or wasting time finding the latest version of a document, it’s time for a better way. Document management solutions streamline how you capture, store, retrieve, share, and secure information—so your team can work faster, smarter, and more collaboratively.
In this guide, we’ll walk through what document management really is, explore the top software solutions available, highlight how leading printer manufacturers support these systems, and show you how to build a strategy that works best for your team.
What Is Document Management?
Document management is the process of handling documents in a way that ensures they’re captured, organized, stored, secured, and accessible whenever you need them. For your business, that could mean anything from scanning invoices and contracts to automating approval workflows or managing version control on shared files.
A solid document management solution (DMS) will help you:
- Digitize paper documents
- Organize files into searchable digital folders
- Automate workflows (like approvals or routing)
- Control access by department or role
- Maintain compliance through audit trails and retention rules
- Secure sensitive data from unauthorized access
Whether you’re in finance, legal, healthcare, education, or any fast-paced office environment, the benefits are huge: saved time, reduced paper, better security, and smoother collaboration.
Document Management Software: Your Options
With so many choices out there, the best DMS for your business depends on your workflows, hardware, and how much flexibility you need. Here are the main categories and what to look for.
1. Capture & Indexing Software
These tools are designed to bring documents into your system efficiently—whether you’re scanning paper files, capturing digital attachments, or pulling in web forms.
Look for features like:
- OCR (Optical Character Recognition) to turn scans into searchable text
- Automatic file naming and metadata tagging
- Integration with MFPs (multi-function printers)
- Barcode recognition for fast sorting
- Mobile capture options for remote users
This software becomes the entry point into your digital filing cabinet. With the right capture tool, your documents can go straight from scan to storage with zero manual intervention.
2. Centralized Document Repository
Once your documents are captured, they need a home. A digital repository acts as your filing cabinet—just far more intelligent.
Key features to consider:
- Advanced search tools (by keyword, tag, date, author, etc.)
- Version control (so you can access prior drafts)
- Folder structures and permission-based access
- User activity tracking
- Cloud or on-premises storage options
A good repository makes it easy for anyone on your team to find what they need, when they need it—without chasing down folders or asking who saved the latest copy.
3. Workflow Automation Platforms
Workflow tools go beyond storage—they automate repetitive tasks so documents get processed, routed, and approved without manual delays.
Here’s what you’ll want:
- Drag-and-drop workflow design
- Email notifications and approval prompts
- Conditional logic (e.g., if invoice is over $5,000, require extra approval)
- Integration with business apps like accounting or CRM
- Mobile approvals for managers on the go
You can automate everything from invoice approvals to contract reviews, saving hours of time each week while eliminating bottlenecks.
4. Compliance & Security Tools
If you’re in a regulated industry or handle confidential documents, a DMS with strong compliance features is essential.
What to prioritize:
- Role-based access control
- Audit trails that track who accessed or changed a file
- Document retention policies
- Data encryption
- Backup and disaster recovery plans
With security built in, you’ll gain peace of mind knowing your documents are protected—even if your team is working remotely.
5. Scalable Deployment Models
Every business is different, so your DMS should fit your infrastructure and future growth plans.
Deployment options typically include:
- On-premises: You manage the system in-house
- Cloud-based: Access from anywhere with minimal IT overhead
- Hybrid: A mix of cloud and on-site features
Cloud solutions are especially appealing if you want to support remote teams, reduce IT burden, and scale quickly. But if you’re in a high-compliance field, an on-site option might make more sense.
Manufacturer-Supported Document Solutions
If your printers and copiers play a big role in your document workflows—and they probably do—then it’s smart to explore what software solutions come directly from the manufacturers of your office hardware. These platforms are designed to work hand-in-hand with the devices you already rely on.
Kyocera offers document solutions that integrate deeply with their MFPs, allowing you to scan directly into workflows, cloud platforms, or secure folders. Their platforms also help automate document routing and approvals—ideal for busy offices looking to digitize quickly.
Kyocera’s ecosystem is built for efficiency, with tools that help you eliminate unnecessary print waste and enable secure, compliant document processing across departments.
Xerox is known for combining strong hardware with smart workflow solutions. Their DocuShare platform, for example, turns your multifunction printers into digital document hubs. You can scan to cloud folders, launch workflows from the touch panel, or manage documents remotely.
Their systems are built to support both small workgroups and enterprise-level deployments—so whether you’re in a single office or managing multiple locations, Xerox offers flexibility and power.
Canon provides document workflow software that works seamlessly with their printing equipment, especially in industries like education, legal, and healthcare. Their focus is on simplifying information management while ensuring document integrity and compliance.
Their platforms often come with built-in analytics, so you can track usage, document flow, and productivity gains over time—great for larger organizations looking to improve process visibility.
HP, Formax, Zebra, and Others
Other manufacturers like HP, Formax, and Zebra also offer document handling tools tailored to their hardware. Whether it’s digital forms processing, barcode document generation, or workflow triggers tied to scanned documents, these platforms can often be added to your existing setup to streamline tasks.
When you work with a dealership like Associated Business Technologies, we help match your hardware with compatible software—so you get a cohesive, supported system from day one.
What to Avoid When Choosing a DMS
Too many companies dive into document management without a plan. Avoid these pitfalls:
- Buying software that doesn’t integrate with your existing printers/scanners. This leads to manual workarounds and frustrated staff.
- Choosing a system that’s too complex for your team. If it’s not intuitive, people won’t use it.
- Ignoring mobile capabilities. Your team likely works from multiple locations, so remote access is key.
- Neglecting training. Even the best software fails if users aren’t trained properly.
- Skipping data migration planning. Transferring documents from your old system (or paper files) requires a strategy.
By partnering with a trusted provider like Associated Business Technologies, you avoid these common mistakes—and build a smarter, more future-proof system from the start.
How Associated Can Help
At Associated, we don’t just drop off hardware and disappear. We offer full-service document management consulting tailored to your business, your goals, and your tech stack. Here’s how we help you move forward:
1. Needs Assessment
We evaluate your current workflows, hardware, document volume, and pain points. From there, we map out a strategy to streamline your operations using the right mix of hardware and software.
2. Software & Hardware Integration
We match document management platforms to the printers and copiers you already have—or help you upgrade strategically. Whether you’re using Xerox, Kyocera, Canon, or HP, we ensure your solution is compatible, efficient, and scalable.
3. Deployment & Training
We handle the setup, configuration, and rollout across your office or offices. Our team provides hands-on training so everyone—from accounting to HR to the C-suite—knows how to use the tools effectively.
4. Ongoing Support
We’re local to Salt Lake and committed to your success. That means reliable service, toner supply delivery, hardware maintenance, and support for any software hiccups. When your environment evolves, we’ll be right there to scale with you.
Final Thoughts
Document management isn’t just about going paperless—it’s about giving your team more control, visibility, and time back in their day. With the right software and hardware working together, you can simplify tasks that used to be headaches. From approvals and compliance to document retrieval and security, it all gets easier with the right system in place.
If you’re ready to eliminate paper clutter, speed up workflows, and secure your files, reach out to Associated Business Technologies. We’ll help you design a system that fits your business today—with the flexibility to grow tomorrow. Let’s talk about how smarter document management can make your entire operation more productive.
