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Enterprise App StoreDocument management software (DMS) is a digital solution that enables organisations to receive, store, manage, track, and retrieve documents electronically. It replaces paper-based processes and fragmented file storage with centralised, searchable, and secure digital systems.
Modern document management software solves many of the common headaches businesses face today: lost time searching for files, data security gaps, non-compliance risks, and disjointed workflows. For organisations still relying on traditional systems or outdated on-premise setups, these issues can compound, slowing operations and exposing the business to unnecessary risk.
The difference between document management software and a document management system (DMS)
While often used interchangeably, the terms ‘document management software’ and ‘document management system’ (DMS) are not entirely synonymous.
- Document management software refers specifically to the digital tool used to manage documents.
- A document management system encompasses the broader framework, including software, workflows, policies, and processes, for how your organisation handles documents from creation to archiving.
Understanding this distinction is key when evaluating solutions. At TechnologyOne, we deliver a complete enterprise SaaS solution that supports your entire document lifecycle, securely and efficiently.
Common challenges of traditional document management
Many businesses still rely on legacy or on-premise document management systems. While these setups may have worked in the past, they now come with a range of hidden costs and operational headaches.
Hidden infrastructure costs
Traditional document management often requires upfront capital investment in servers, data centres, and IT infrastructure. These systems are often underutilised, leading to wasted capacity and ongoing maintenance costs. Hardware refresh cycles, energy usage, and system redundancy add further strain on IT budgets.
Security and compliance burdens
With on-premise solutions, your organisation is solely responsible for protecting sensitive data. This includes managing firewalls, monitoring for threats, performing software updates, and ensuring compliance with regulatory requirements such as GDPR. Failing to stay current exposes your business to data breaches, legal penalties, and reputational damage.
Administration and integration complexity
Legacy systems demand high levels of manual intervention. IT teams are often tasked with patching, configuring, and troubleshooting software across multiple user desktops. Integrating with finance, HR, or procurement systems can be a slow, complex process, often requiring custom code or third-party tools that break with updates.
Royal Borough of Greenwich partners with TechnologyOne to modernise operations and safeguard community services
Royal Borough of Greenwich has partnered with global enterprise software provider TechnologyOne.
Learn moreHow to choose the right document management software
Choosing the right document management solution is a strategic decision. Here's what businesses should consider:
Assess your core business needs
Start by evaluating:
- The volume of documents you manage
- Number of users and locations
- Required workflows and approval processes
- Look for a system that offers native integration with your other enterprise applications to ensure seamless data flow and avoid future integration headaches.
Prioritise security and scalability
Your DMS should provide:
- Role-based access control
- Data encryption at rest and in transit
- Audit trails for document activity
- Automated backup and disaster recovery
A SaaS-based solution delivers these features out of the box and scales as your business grows, without requiring additional infrastructure.
Evaluate the total cost of ownership (TCO): SaaS vs. on-premise
On-premise solutions come with hidden costs in hardware, physical storage, manual updates, and internal IT support. In contrast, SaaS offers a predictable subscription model that includes upgrades, hosting, security, and maintenance. This reduces long-term costs while improving service reliability and agility.
First of its kind London Borough IT deal to deliver time and money savings
Islington Council has become the first London Borough to partner with TechnologyOne to ensure public funds go where they are needed most.
Learn moreWhy enterprise SaaS is the superior approach
Enterprise SaaS solutions offer clear advantages over traditional models. Here’s how TechnologyOne’s approach helps modern businesses thrive:
Reduce administrative and support costs
With TechnologyOne, there’s no need to install software across individual devices. Our cloud-based platform minimises support tickets, reduces desktop management, and frees IT teams to focus on strategic work, instead of patching and troubleshooting.
Stay secure and current with automatic upgrades
We handle infrastructure, updates, and security ensuring your business always has access to the latest features without disruption. There’s no need to schedule downtime or worry about compatibility; we take care of it all behind the scenes.
Achieve a single source of truth
Stop juggling multiple vendors and disconnected tools. TechnologyOne provides a unified enterprise platform, so all your data and documents live in one secure, integrated environment. This eliminates finger-pointing between providers and ensures full accountability.
Runnymede Borough Council futureproofs financials with TechnologyOne
Runnymede Borough Council has partnered with TechnologyOne to replace its legacy on-premise financial system.
Learn moreSimplify your document management with TechnologyOne
Document management doesn’t have to be a burden. TechnologyOne’s enterprise SaaS solution provides a secure, scalable, and integrated system that eliminates outdated processes, improves compliance, and reduces pressure on your internal IT resources. At the heart of this solution is our Enterprise Content Management (ECM) platform, designed to make managing your organisation’s documents and information effortless.
TechnologyOne’s ECM provides a centralised, secure repository for storing, organising, and retrieving all types of content, ensuring that critical information is always accessible and protected. By automating workflows, controlling access, and maintaining compliance with industry regulations, it streamlines document management while reducing operational risks. Seamlessly integrated with your existing systems, ECM empowers teams to collaborate more efficiently, eliminates reliance on paper-based processes, and supports the growth of your organisation with a scalable, cloud-ready platform.
Ready to overcome your document management headaches for good?
Book a demo with our experts and see how TechnologyOne can help your business simplify, secure, and scale.
Book a demoFrequently asked questions (FAQs): SaaS+, ERP & more
Need more information? See some of our frequently asked questions below, or contact a TechnologyOne team member for more information.
SaaS+ is TechnologyOne’s all-inclusive offering, specifically tailored for the industries we serve. With SaaS+, implementation, support, and upgrade costs are included, with TechnologyOne taking full ownership of the outcome of the solution experience, not just the software.
For more details, visit the SaaS+ information page .
Essentially, there are three different forms of ERP software:
- Software as a Service, or a cloud distribution model (also known as SaaS)
- A licensing model, also known as ‘on-premise’
- A hybrid model
TechnologyOne utilises a SaaS model. Using this model, the software is hosted on the cloud and accessed via the internet. This eliminates the need for on-premise infrastructure, reducing IT overheads and ensuring scalability.
SaaS+ has been delivered with our customers in mind, providing:
- Dramatically improved time to value by providing preconfigured industry solutions and a streamlined implementation approach, ensuring our customers can benefit from a quicker return on their investment.
- A quantified scope, outcome, and approach – reducing the risk of project scope, time or budget overruns
- Minimises project and organisational risk
- Enables our customers to innovate faster, allowing them to transform their systems and processes to continuously meet the demands of the communities they serve
- Security and compliance – reduces risk of data breaches and non-compliance with relevant regulations. Data is stored locally to meet Australian regulatory compliance and industry standards
- Accessibility and mobility – can be accessed on any device, anywhere, at any time.
- We take full responsibility for building, implementing, running and supporting the software
SaaS+ goes beyond traditional SaaS by including implementation, upgrades, security, and ongoing support in one annual fee. With SaaS+, TechnologyOne takes full accountability for delivering the entire solution experience, not just the software.
ERP (Enterprise Resource Planning) software is a system that integrates and manages core business processes such as finance, human resources, supply chain, and customer relationship management into a single platform.
Cloud-based ERP solutions provide flexibility, scalability, and lower upfront costs, as they are hosted by the ERP provider.
On-premise ERP systems, on the other hand, require in-house servers and IT management, offering more control but also higher maintenance responsibilities.