{"id":36670,"date":"2021-10-13T10:00:00","date_gmt":"2021-10-13T08:00:00","guid":{"rendered":"https:\/\/www.viafirma.com\/corporate-document-management\/"},"modified":"2025-08-13T13:18:44","modified_gmt":"2025-08-13T11:18:44","slug":"corporate-document-management","status":"publish","type":"post","link":"https:\/\/www.viafirma.com\/en\/corporate-document-management\/","title":{"rendered":"Corporate document management"},"content":{"rendered":"\r\n<p>In the modern office, the <strong>Document Management System<\/strong> (DMS) is a fundamental part of process optimization. This, <strong>together with the use of electronic signatures, reduces the use of paper and simplifies the document workflow<\/strong> in a secure way.<\/p>\r\n\r\n\r\n\r\n<p>In this article we explain the importance of document management for companies and the benefits offered by our electronic signature tool<\/p>\r\n\r\n\r\n\r\n<p><!--more--><\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">The importance of corporate document management<\/h2>\r\n\r\n\r\n\r\n<p>Companies are constantly generating new data and information as a result of all the operations they perform. All this translates into <strong>mountains of documents<\/strong>, making it a challenge to have an optimal organization system to <strong>manage them in an efficient, secure and simple way.<\/strong><\/p>\r\n\r\n\r\n\r\n<p>Here are some of the benefits of incorporating <strong>enterprise document management systems:<\/strong><\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Supports <strong>digital document management<\/strong> from a single platform<\/li>\r\n<li><strong>Effectiveness and efficiency in the search and retrieval of digital documents<\/strong>. Fast, safe and orderly access to the company&#8217;s information, <strong>reducing information search<\/strong> and <strong>response times.<\/strong><\/li>\r\n<li><strong>Minimizing manual tasks<\/strong> so that employees can spend more time on useful business activities<\/li>\r\n<li><strong>Reduce storage space<\/strong> and <strong>processing costs<\/strong> with automatic file shredding<\/li>\r\n<li><strong>Compliance with various security regulations<\/strong>, for example, they are already designed for compliance with the LOPD<\/li>\r\n<li>Enormous <strong>contribution to mobility<\/strong>, as information is stored centrally, allowing you to work with documents remotely from anywhere and at any time.<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" class=\"wp-image-19177\" src=\"https:\/\/www.viafirma.com\/wp-content\/uploads\/2021\/10\/Gestor-documental.jpeg\" alt=\"Employee using an enterprise document manager\" \/><\/figure>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Corporate document management in each department<\/h2>\r\n\r\n\r\n\r\n<p>There are practically most areas of the business organization that can benefit from the installation of a document management system in their regular tasks.<\/p>\r\n\r\n\r\n\r\n<p>We can start this tour in the<strong> sales and commercial department<\/strong>, where we work daily with reports on <strong>current and potential customers<\/strong>, <strong>sales contracts<\/strong>, <strong>complaints<\/strong>, <strong>returns<\/strong>, <strong>purchase histories<\/strong>, etc.<\/p>\r\n\r\n\r\n\r\n<p>On the other hand, we have the <strong>marketing department<\/strong>. There we can find <strong>market research<\/strong>, <strong>advertising campaign statistics<\/strong>, <strong>website and social network analytics<\/strong>,<strong> contracts with the media<\/strong> or with companies with which services are outsourced, etc.<\/p>\r\n\r\n\r\n\r\n<p>In the <strong>accounting and finance <\/strong>department we usually come across documents such as <strong>payment orders<\/strong>, those related to <strong>bank loans<\/strong>, <strong>balance sheets<\/strong>, <strong>income<\/strong>, <strong>expenses<\/strong>, <strong>budgets<\/strong>, <strong>procedures with the tax authorities<\/strong> and all kinds of economic information.<\/p>\r\n\r\n\r\n\r\n<p class=\"highlight\"><strong>Document managers together with digital signature tools<\/strong> allow you <strong>to speed up the closing of agreements<\/strong> regardless of the size of the company or its main activity, improving the management of your operations.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Athento, document manager with Viafirma integrated<\/h2>\r\n\r\n\r\n\r\n<p>As a result of this mutually beneficial relationship between document managers and digital signature and authentication solutions, a <strong>collaboration agreement<\/strong> has been signed <strong>between <a href=\"https:\/\/www.athento.com\/es\/\" target=\"_blank\" rel=\"noopener\">Athento<\/a><\/strong>, one of the most complete and advanced document management software in the market, <strong>and Viafirma&#8217;s electronic signature solution.<\/strong><\/p>\r\n\r\n\r\n\r\n<p>Thanks to this relationship, <strong>Athento&#8217;s users will be able to enjoy all the features that make up Viafirma&#8217;s products<\/strong>, being able to manage and sign documents digitally. It is now possible to send documents to be signed from the document manager from anywhere and from any device.<\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Viafirma to streamline complex signature processes<\/h2>\r\n\r\n\r\n\r\n<p>If your purpose is not to have a document manager, <strong>Viafirma has different solutions so you can<a href=\"https:\/\/www.viafirma.com\/en\/how-to-sign-rental-contracts-remotely\/\"> send and sign documents online<\/a>, from anywhere<\/strong>. We advise and offer answers to complex scenarios where several signatories are involved, allowing you to manage your contracts comfortably in a 100% legal and reliable way.<\/p>\r\n\r\n\r\n\r\n<p><strong>Our tools offer endless possibilities to sign documents in a simple and intuitive way<\/strong>, also requiring the <strong>incorporation of some kind of electronic evidence<\/strong> (selfie type image, voice or video recording, OTP SMS, etc) to reinforce the security of the signed documents.<\/p>\r\n<p><span style=\"font-weight: 400;\"><div class=\"vf_related_posts_wrapper\"><h2 class=\"vf_related_posts_title\">Related information<\/h2><div class=\"vf_related_posts\"><article class=\"vc_gitem-post-data-source-post\"><a href=\"https:\/\/www.viafirma.com\/en\/area-managers\/\" class=\"vc_gitem-post-link\"><div class=\"vc_gitem-post-image\"><img loading=\"lazy\" decoding=\"async\" width=\"768\" height=\"475\" src=\"https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/07\/160724_Blog_soluciones-1-768x475.webp\" class=\" wp-post-image\" alt=\"Area managers electronic signature\" srcset=\"https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/07\/160724_Blog_soluciones-1-768x475.webp 768w, https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/07\/160724_Blog_soluciones-1-300x186.webp 300w, https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/07\/160724_Blog_soluciones-1-1024x634.webp 1024w, https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/07\/160724_Blog_soluciones-1.webp 1228w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/><\/div><\/a><div class=\"vc_gitem-post-data\"><h3 class=\"vc_gitem-post-data-source-post_title\"><a href=\"https:\/\/www.viafirma.com\/en\/area-managers\/\">Streamlining the routine of area managers<\/a><\/h3><p class=\"vc_gitem-post-data-source-post_excerpt\">Area managers: improving efficiency and security with electronic signature<\/p><\/div><\/article><article class=\"vc_gitem-post-data-source-post\"><a href=\"https:\/\/www.viafirma.com\/en\/internal-documentation\/\" class=\"vc_gitem-post-link\"><div class=\"vc_gitem-post-image\"><img loading=\"lazy\" decoding=\"async\" width=\"768\" height=\"475\" src=\"https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/11\/blog_documentacion-1-768x475.webp\" class=\" wp-post-image\" alt=\"Efficient management of internal documentation at work: key tools to organize, sign and streamline processes\" srcset=\"https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/11\/blog_documentacion-1-768x475.webp 768w, https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/11\/blog_documentacion-1-300x186.webp 300w, https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/11\/blog_documentacion-1-1024x634.webp 1024w, https:\/\/www.viafirma.com\/wp-content\/uploads\/2024\/11\/blog_documentacion-1.webp 1228w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/><\/div><\/a><div class=\"vc_gitem-post-data\"><h3 class=\"vc_gitem-post-data-source-post_title\"><a href=\"https:\/\/www.viafirma.com\/en\/internal-documentation\/\">How to streamline internal documentation<\/a><\/h3><p class=\"vc_gitem-post-data-source-post_excerpt\">Do you deal with internal documentation in your job on<\/p><\/div><\/article><\/div><\/div><\/span><\/p>\r\n\r\n\r\n","protected":false},"excerpt":{"rendered":"In the modern office, the Document Management System (DMS) is...","protected":false},"author":1,"featured_media":28128,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"default","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center 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