With this blog, we’ve outlined five clear signs that your business is ready to invest in document management software.
For many growing UK businesses, the right timing can make all the difference when it comes to investing in new technology. Whether you’re considering a server upgrade, implementing a new finance or ERP system, or simply looking to improve how your teams work with documents, moving to a cloud-based document management solution like DocuWare can deliver both immediate and long-term benefits. But let's consider ways to make the transition easer and less disruptive. Can it be tied into other projects or should it always follow an upgrade of other systems etc?
How do you know when it’s the right time to make that move to digital document management?
Here are 5 top level clues that now could actually be a sensible, and less disruptive time to go ahead with a document management software implementation.
If your on-premise servers are reaching the end of their life, now is the perfect opportunity to review whether you still need them at all.
Traditional file storage systems rely on costly server infrastructure that needs ongoing maintenance, backup, and security management. By moving to DocuWare Cloud, your documents are securely stored, backed up, and managed off-site — eliminating the need for new hardware investment and the IT burden that comes with it.
Tip: When your IT roadmap includes a server refresh, consider using that budget to transition to cloud-based document management instead. You’ll reduce long-term costs and future-proof your operations.
Growth brings opportunity, but also complexity. More clients, more suppliers, more invoices — and often, more documents.
If your team is spending too much time searching for information, managing approvals via email, or chasing missing paperwork, it’s a strong signal that your current processes can’t keep pace. perhaps overuse of Sharepoint etc is a worry as was the case for Stockport homes Group - See video
DocuWare automates these workflows, helping teams work faster and smarter, while ensuring your document processes scale seamlessly as you grow.
When businesses invest in system upgrades — whether finance, ERP, or CRM — it’s the ideal moment to consider document management.
Why? Because integration is key. DocuWare connects easily with many leading business systems, allowing documents such as invoices, delivery notes, or HR records to flow automatically between applications.
Instead of implementing your new system and then revisiting document processes later, aligning these projects from the start ensures consistency, efficiency, and better adoption across your teams.
If you’re relying on shared drives or email attachments to store sensitive information, you’re taking unnecessary risks.
With DocuWare Cloud, documents are encrypted, access-controlled, and automatically backed up. Audit trails make compliance with regulations such as GDPR much easier, and your team can securely access documents from anywhere.
Many UK SMEs are on a journey towards greater digital maturity — and document management is often the missing piece.
If your business is already using cloud tools for collaboration, finance, or CRM, implementing DocuWare extends that transformation into your document processes. It’s a strategic step that improves efficiency, transparency, and control across every department.
Your Timing Checklist
If you can tick two or more of the following, it’s time to explore document management:
If that sounds familiar, now’s the right time to talk to us about what's involved to get started, book a demo, get a quotation etc.
At DocTech, we’ve helped hundreds of UK SMEs move from server-based file systems to DocuWare Cloud — often timed perfectly with other IT or business system projects.
Whatever stage you're at, we recommend speaking to us and getting the information you need, which will vary massively on your current processes, systems and your document management goals. Once you have that information you can formulate a strategic plan on how you can best prepare to implement docuemnt management software and when will be best for your business.
You can start by looking at some of our client journeys - perhaps some shared the headaches or goals as you?
There are many factors like the seasonality of your business, your staff availability to assist with scoping sessions and to be trained on the software ahead of the planned Go Live that we will help you to consider so you know it will be the least disruptive and most sensible time to go ahead with with a document management software implementation.
Our team can help you assess your current infrastructure, plan your migration, and ensure you gain the full benefits of automation and cloud-based document control.
Read our latest blog here - https://www.doctech.co.uk/blog/doctech-top-tips-for-creating-user-friendly-digital-forms