What is the true cost of ineffective Document Management & Information Chaos

Despite the shift towards digital operations, businesses are struggling more than ever with Document Management solutions to efficiently collaborate and manage their digital documents and information across business silos. It is a growing problem we call “information chaos”.

According to IDC, the total amount of information stored is doubling every 2 years and 90% of business information is contained in unstructured digital documents and other file types. As documents are stored, duplicated and shared via email and collaboration systems, the scale of the information chaos challenge is continuously growing.

The impact of information chaos on businesses is significant – 30% of all knowledge workers’ time is spent searching for information and an incredible 70% of all documents are recreated. It’s an astonishing hidden cost and a huge waste of talent.

Knowledge workers spend 30% of their time looking for information and only find it 56% of the time



Up to 70% of documentation is recreated because the original couldn’t be found or individuals didn’t know it existed – IDC


Up to 90% of business information is unstructured


On average companies have 4 content management systems

Only 33%

of data in a business contains information that might be valuable – IDC.

What is Document Management?

Document Management is about how to manage documents throughout their Lifecyle to support more efficient operations and knowledge work.  Its about removing the “document and information chaos” that impacts so many operations and businesses.

Modern Document Management Systems (DMS) are much more than just document repositories, they are centralised platforms to manage the complete life of a document and information – from accessing and search, to sharing, workflows, storing and also insight from anywhere. Document Management is sometimes referred to as Enterprise Content Management (ECM) or Managed Content Services (MCS) which reflect the broader capabilities of today’s Document Management Systems.

The Benefits of Document Management

It’s a common misconception that Document Management is just about the benefits of document storage. Document Management and its benefits are actually about managing documents and information through-out their lifecycle. There are 6 major benefits of Document Management:

Achieve greater performances & remove inefficiencies

Reduce risk and improve compliance, governance & end to end control

Effective remote working & mobile workforce

unlock opportunities

 More informed, Data-lead decisions faster supports Business Agility

Unlock workforce potential and retains the best talent

Greater Customer Satisfaction and a more sustainable business

Find out how Document Management delivers these benefits here.

Features of a Document Management System (DMS)

There is huge array of Document Management Systems on the market today – from basic solutions to platform solutions with a broad range of capabilities to manage all content and the lifecycle of them across and organisation. Here’s an overview and explanation of capabilities of common Document Management Systems capabilities:

Find out more about each one of the features here.

Methods of Document Management

There are many solutions that class themselves as Document Management Solutions or include that capability as part of a wider offering. Today, there are essentially 8 distinct and separate approaches that users and business use to manage their documents:

Document Management Systems


Cloud-based File storage.


Collaboration platforms & workplace productivity suites

Business Process Management (BPM) Solutions

Which Document Management approach is right for your business? Find here

Our Document & Content Management Solutions

We work with the leading content and document management providers on the market according to Gartner. Click on the logos below to learn more.

hyland onbase

Hyland OnBase



Microsoft 365

Microsoft 365

opentext generic


hyland anydoc

Hyland AnyDoc

ProcessFlows Intelligent Automation & Process as a Service

ProcessFlows Intelligent Automation & Process as a Service

Opentext Alchemy

OpenText Alchemy

Process Discovery Assessments

Process Discovery Assessments

Our Customers

From global enterprises to local small businesses, here are some of our customers that have partnered with us to tame their information chaos and transform their operations and workspaces Click the logos to download the Case Studies.

To read all of our success stories, visit our Case Studies page.

Examples and Use Cases

Document management solutions are designed  help business manage, work and collaborate smarter with all their content and across business silos . Click on the use cases below to see how we transform different sectors and functions using Document Management Solutions and our wider solutions and services

Accounts Payable

Achieve new efficiencies and control over your payments and cash flow.

Accounts Receivable

Efficient and effective management of invoicing and any monies owed to protect your cash flows.

Modernise your operations & workspaces

Transform your “back office” & “Front office” into business operations that to deliver exceptional performances and outcomes.

Case Management

An efficient and structured approach to managing cases, incidents and unstructured information across your organisation.


A structured approach to managing compliance and risk.

Contract Management

Digitise and streamline contract management processes and enforce compliance throughout their life.

Customer Service

Deliver exceptional customer experiences and performances at lower cost.

Custom Automation

Create uniqueness & competitive advantage through custom or bespoke process automation and management.

Digital Mailroom

Digitise inbound and outbound communications to complete your transition to a digital workplace.

Human Resources

Build effective and engaged workforces through digital workspaces and operations.

Information Chaos

Remove your information chaos – work smarter with your information across silos and from anywhere.


Efficiently manage and protect your IT backbone. Unlock IT opportunities to power competitive advantage & new performances.

Sales and Marketing

From Sales and Marketing resource to efficient management your customer facing assets, proposals, copy and presentations.

Purchase to Pay

Transform your management of suppliers, spend, cash flow and payments to deliver new efficiencies, control and compliance.

Project Management

Deliver your IT & Business projects on time, within budget and according to project goals.

Quote to Cash

Transform exceptional proposals and customer experiences into new performances and cash reliably and efficiently.

Remote Working

Enable your workforce to communicate, collaborate and work from anywhere securely.

Sales Order Processing

Manage the gaps in your sales order process & ERP to ensure customer satisfaction as well as efficient and governed sales order processing.

Scheduling and Management

Deliver exceptional field-based operations, performance and customer experiences – at lower cost.

Why ProcessFlows for Document Management?

We have a 35 year track record of success & expertise in Information and Document Management, digital workplaces and operations

Accredited end to end expertise from Business Process Analysts, Solutions Architects and Project Managers, through to Implementation Engineers and Multi-tiered Support.

We are independent. We partner with the leading solutions on the market for document management and information management such as Hyland, M-files, Opentext

We are Microsoft Gold Certified Partners, with in-house developers and our own Intelligent Hybrid workflow automation and Service platform.

For these reasons and more, ProcessFlows should be your trusted partner to support your business transformation.
Find out more by clicking here.

Request a Free of Charge No Obligation Consultation

What’s your Document challenge? We offer No-obligation consultations with our Experts & Business Cases to help you discover and identify the best approach to Document Management for your business. To find out more or to book a consultation, please call +44 (0)1962 835053, email enquiries@processflows.co.uk, or fill in the form below.

Quick Contact