Secure Document Management Systems

A document management system (DMS) is a software platform enabling your organization to securely capture, store, organize, retrieve, and manage electronic documents in a centralized repository. Businesses need this technology to eliminate paper-based processes, prevent document loss, improve collaboration, and significantly reduce the time spent searching for information. At EO Johnson, we customize these systems to match your specific workflows rather than forcing you to adapt to rigid software.

Our clients consistently report significant time savings across departments. In accounts payable alone, organizations typically save 8-18 hours weekly on invoice processing. Document retrieval time drops from minutes to seconds, approval processes that once took days complete in hours, and manual data entry is virtually eliminated. The exact savings depend on your current processes, which is why our detailed process mapping approach is so valuable.

Absolutely. Our solutions are specifically designed for today's flexible work environments. Team members can securely access, process, and collaborate on documents from any location—whether in the office, working from home, or on the road. Role-based permissions ensure appropriate access while maintaining security, and automated workflows keep processes moving regardless of where your team is physically located.

No. Our document management platforms are flexible and can be configured to support various departments' unique requirements within a single system. Whether you're managing invoices in accounting, employee files in HR, or legal contracts, we can create tailored workflows within the same platform. This integrated approach improves cross-departmental collaboration while reducing your technology footprint and associated costs.

As a SOC 2 Type 2 audited organization, security is built into everything we do. Our document management solutions include comprehensive protections: role-based access controls limit who can view or modify specific documents, detailed audit trails track all user interactions, encryption protects data in transit and at rest, and automated retention policies ensure compliance with industry regulations. We configure these security features to match your specific industry's compliance requirements.

Our solutions are designed to work seamlessly with your current business applications. We can integrate with accounting software like QuickBooks or Microsoft Dynamics, ERP systems, CRM platforms, and other core business tools without requiring expensive additional modules. This integration eliminates duplicate data entry and ensures information flows smoothly between systems, maintaining a single source of truth across your organization.

While timelines vary based on complexity, most implementations follow our four-step process and complete within 6-12 weeks. Simple departmental solutions may be operational more quickly, while enterprise-wide implementations may take longer. Throughout the process, we work with your schedule to minimize disruption and ensure thorough training.

The systems we implement are designed to grow with your business. They can start with a single department and expand to enterprise-wide deployment, accommodate increasing document volumes without performance degradation, and adapt to evolving business needs through additional workflow configurations. Whether you're adding users, departments, document types, or entirely new processes, the flexible architecture ensures your investment remains valuable as your organization evolves.

Version control is a critical feature that tracks document changes, revisions, and updates over time. This ensures everyone works with the latest version while maintaining a complete history of previous versions. It prevents costly errors from outdated information, clarifies who made specific changes and when, and allows you to revert to earlier versions if needed. For regulated industries, this audit trail is particularly valuable for compliance and accountability.

Our document management solutions can handle virtually any file type your business uses, including text documents, spreadsheets, presentations, PDFs, images, emails, forms, and scanned paper documents. The system creates a centralized repository for all these formats, making them searchable and accessible to authorized users regardless of file type. This comprehensive approach ensures all your business information is managed consistently.

Organizations in highly regulated industries like healthcare, financial services, education, and government see tremendous benefits from our document management solutions. However, any business with document-intensive departments such as accounting, HR, or legal will experience significant efficiencies. Our solutions scale from supporting one-person operations to organizations with dozens of locations processing thousands of documents monthly.

Our secure document management systems enable compliance through controlled access permissions, detailed audit trails tracking every interaction with documents, automatic retention policy enforcement, and secure archiving. These features allow you to demonstrate exactly who accessed which documents and when, maintain proper document lifecycle management, and ensure only authorized users can view sensitive information —  far more secure than physical records, where "anyone with a key" could potentially access files.