SaaS/Cloud
Cloud-Based SaaS Document Management: A Scalable Option
‘Software as a Service’ (SaaS) helps enable customers to harness the power of digital document management in the Cloud by managing o/s, database and application software updates, maintaining servers, database, addressing technical requirements, and allowing our customers to focus on their core operations.
SaaS offers immediate usability of the document management application. Our customers are not responsible for the maintenance of the application, backups or the servers it runs on. Only an internet connection is required to use the software from anywhere in the world.
SaaS Document Management is popular with small and medium sized companies, but also in organizations in which the document management application is used by thousands.
SAAS Document Management: Key Cloud Components
Quick and Easy to Use
Simple to get started with a document management system pre-configured to your specific requirements.
Built-In Disaster Recovery and Backup
Assured business continuity in the event of a natural disaster.
Reliable Security
Your system benefits from advanced security infrastructure, third-party penetration testing, encryption and role-based access controls.
Low Start Up Costs and No Ongoing Overhead
SaaS Document Management is perfect for small and medium-sized businesses, and enterprises with large, dispersed teams.
Disaster Recovery, Backup and anti-theft
Physical disaster can threaten company data, but cloud-based electronic document management provides a real antidote to risks of on-premises data loss through natural disaster, mischief or theft.
The benefits of Cloud-based disaster recovery and backup include: the ability to access your businesses sensitive data at anytime from anywhere, and risk mitigation if disaster strikes, with Cloud backup and redundancy that ensures renewed, continuous access to your information instantly.
The risks of mischief and theft are reduced using SaaS applications, when data is centralized, encrypted and every action is recorded.
If there are behavior variations or potential security breaches, instant alerts are generated and our team is notified of any conflicts.
Advantages of SaaS Document Management
- Cost efficiency
Lower upfront costs with subscription-based pricing, rapid deployment and comfortable user adoption. - Scalability
Easily scalable to accommodate changing or growing business needs, for example after M&A. - Accessibility
Access documents from anywhere with internet connectivity. Empower staff in the office, working at home or operating in the field. - Automatic updates
Regular software updates ensure that you have the latest SaaS functions available without manual intervention. - Security
Security challenges are constantly evolving but, with a SaaS document management system, security measures are updated to ensure protection. Benefit from advanced security features, including encryption and granular role-based access controls.
- Collaboration Enhanced collaboration with real-time document sharing, editing and version control.
- Disaster recovery Built-in backup and recovery options ensure data safety and business continuity.
- Integration Seamlessly integrate SaaS document management with your existing systems and other installed platforms.
- Compliance Assure compliance with industry standards and data protection regulations. Built-in SaaS compliance measures provide peace of mind, including automated retention and purge to ensure you do not store data longer than allowed.
SAAS DOCUMENT MANAGEMENT SOFTWARE SECURITY
Document Manager 5 provides advanced standards for security throughout the document lifecycle.
Whatever the application, there are always concerns over security and privacy of information accessible via the public internet.
Ultimately nothing is hack proof, as evidenced by the ever more frequent high profile news stories of government agencies or social media sites being targeted; however, there are steps that can be taken to minimize the risks and limit any consequences.
Document Logistix software is penetration tested on a daily basis by a third party testing provider to ensure system integrity, data security and protection against cyber-attacks.
DOCUMENT MANAGER SAAS SECURITY FEATURES
Document Manager 5 is architected as a ‘multi-tier’ application. These measures provide enhanced security to ensure that all documents and data are protected from unauthorized access and cyber threats. Our solution incorporates countermeasures recommended as best practice by OWASP.
As well as protecting against external threats, we also protect against internal risks by using encryption of key configuration settings and obfuscation of application code.
ENCRYPTION
The document files held in the system are themselves encrypted, so in the extremely unlikely event of the data center security being breached, and access to the document files being obtained, their content remains secure.
Even trusted data center staff will not have access to document content. All user credentials are hashed with a one-way hash that even we, the vendor, cannot decode.
WORKSTATION SECURITY
All temporary files held on workstations are encrypted.
Documents scanned at the workstation are encrypted while on the workstation and decrypted after upload, so any use of shared workstations does not expose information between users.
VALIDATION
Although best practice measures for security are followed by our software engineers and hosting provider(s) we are not complacent enough to believe we are infallible.
Our solution is independently penetration tested to ensure that nothing has been overlooked, and this process is ongoing.
USER LEVEL SECURITY
User account management is managed by you, or if you prefer, we can manage it for you. User password policies can be applied, including a mix of alpha/numeric passwords, case sensitive and periodic password changes, including account lock out on failures.
All system access is audited so you have a full record of who has had access to which documents, and when and where from. Additionally, audit logs are maintained to track all access and changes to documents, which ensures accurate tracking, accountability and compliance.
For ultimate access control we offer multi-factor authentication which requires a second access code in addition to username and password.
LOW START UP COSTS/NO OVERHEAD WITH SAAS DOCUMENT MANAGEMENT
Don’t want to bear the burden of managing your company’s information with an on-premises system and hardware? Moving to a cloud-based solution means your company avoids up-front IT costs and management headaches associated with on-premises technologies. This makes SaaS document management a cost-effective solution for businesses looking to manage their documents without significant upfront CAPEX investment.
Avoid shelling out significant investments for servers, licenses and IT employee or consultant costs.
Be more prepared for unforeseen disasters such as fire, flood or theft. Cloud-based solutions mitigate your risk and liability and provide your business with the ability to be proactive rather than reactive. SaaS document management facilitates business continuity.
SAAS DIGITAL DOCUMENT MANAGEMENT IS QUICK & EASY
Instead of installing servers, licenses, and trying to schedule times to coordinate with key office personnel, Document Logistix cloud-based solutions take less time to set up and make the process of getting started much quicker.
SAAS: CUSTOMER SUCCESS STORIES
Over the past thirty years, Document Logistix Management Solutions has successfully implemented and integrated hundreds of document management systems for customers in every industry sector.
In the early days, one of the main incentives to install SaaS digital management was to reduce the use of paper and physical storage requirements.
Today, companies seeking SaaS solutions think strategically about how digital document management can boost staff productivity, how centralized records minimize errors, and how workflow automation facilitates business process efficiency and regulatory compliance.
Our solutions also support seamless collaboration and enable teams to work together effectively in real-time from different locations. This is particularly beneficial for remote work and work in transit, as it enables employees to maintain productivity and collaboration regardless of their location.
Our customers enjoy SaaS scalability. We help organizations to scale their SaaS systems across multiple departments and thousands of users. SaaS document management generates business agility to enable customers to flex at times of change, notably after mergers and acquisitions.
The advantages of SaaS from the developer
- No internal server hardware, software or backups to administer
- Installed in Microsoft Azure data centers, to assure quality, continuity and compliance
- Option for no upfront costs, simply a monthly fee for the service
- Delivery by the developer of the software, Document Logistix
- Includes backup and multiple site redundant server instances
- Maintains full Document Manager administrative and configuration rights
- Transferrable; your SaaS system can always be moved back to an on-premises server, if desired
Our solutions integrate seamlessly with other essential tools like Outlook, Microsoft Dynamics, ERP systems and various HR and accounting software, to ensure data consistency and reduce duplicate data entry.
Contact Document Management Solutions for more information about cloud-based Document Management Software as a Service (SaaS)
SaaS DMS Best Practices
By choosing Document Manager 5, you will be able to embed best practices and company protocols into your document management system and daily workflows.
- Best practices for SaaS digital document management start with choosing a proven, reliable, secure system provider that offers strong encryption and compliance measures for industry regulations like GDPR, CCPA, PII, HIPAA and FERPA.
- Implement role-based access controls to restrict access to sensitive data to authorized users only.
- Ensure a disaster recovery plan is in place.
- Use document version control to track changes, aid knowledge workers and maintain document integrity.
- Automate workflows to streamline processes, optimize productivity and reduce manual errors.
- Integrate the SaaS platform with your other business tools to unify operations and eliminate duplication of resources and effort.
Provide staff training on using the system effectively and conduct regular audits to identify opportunities to enhance workflows.
Which Industries Use SaaS Document Management?
SaaS document management is chosen by organizations in many industries for its flexibility and scalability, including:
- Healthcare providers store patient records, and manage billing and compliance.
- Law firms and Legal Departments use it to organize case files and legal documents, and to facilitate secure access and compliance.
- Financial Services use SaaS to store securely and manage documents such as loan applications and transaction records
- Government and Public Organizations use SaaS to manage vast amounts of citizen records, government reports and legal documents.
- Education bodies manage student admissions, student records, administrative documents and research papers using SaaS platforms.
- Manufacturing companies use cloud document management to optimize production workflows and for storing safety certifications, traceability and compliance documents
Document Management SaaS Q&A
What is Document Management SaaS?
Document Management Software-as-a-Service is a cloud-based solution that helps organizations store, organize, retrieve and share documents efficiently.
What are the benefits of using a Document Management SaaS?
- Centralized document storage
- Enhanced security with encryption and role-based access
- Real-time collaboration and version control
Who can benefit from Document Management SaaS?
Businesses of all sizes, commercial operations, legal firms, healthcare providers, educational institutions and remote teams benefit from streamlined workflows and secure instant access to up-to-date information.
How does SaaS ensure data security?
Data is secured using encryption, time-stamped audit trails and built-in compliance measures for adhering to standards like GDPR, PII, HIPAA or ISO.
What integrations are supported?
SaaS solutions integrate with CRM and ERP platforms, Accounting and HR systems, and Microsoft Outlook.
TYPICAL SAAS ROI
SaaS document management ROI comes from reduced physical storage costs, improved staff productivity and enhanced security.
Businesses typically see 30–50% time savings, 20–40% cost reductions and much faster document retrieval.
Compliance risks decrease, while automation streamlines workflows.
ROI is often realized within 6–12 months, depending on adoption, industry and operational complexity.