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Trusted by a range of clients and businesses

Document Management System Key Features

Centralised Document Control

Store all business documents securely in one centralised system.
Organise documents using custom Document Types and structured indexing.
Control access with department-based permissions and user roles.
Maintain a single source of truth across your organisation.

Retention & Automated Deletion

Apply retention rules to manage document lifecycles automatically.
Flag documents for deletion based on indexed and system dates.
Use soft deletion with admin review before permanent removal.
Support compliance with internal policies and regulatory requirements.

Document Review Management

Set review dates automatically or define them during indexing.
Trigger review tasks and notifications for responsible users.
Track overdue reviews with full visibility of document status.
Ensure documents remain accurate, controlled, and up to date.

Full Audit Trail & Compliance Control

Track all document activity including views, edits, and deletions.
Maintain a complete audit history for compliance and governance.
Monitor user access, login activity, and system usage.
Provide full transparency of who did what and when.

Advanced Search & Fast Retrieval

Find documents instantly using indexed fields and filters.
Search by Document Type, user, department, or metadata.
Refine results quickly to locate the exact document you need.
Reduce time spent searching and improve business efficiency.

Workflow & Task Management

Automate document workflows with fully customisable processes.
Assign review and approval tasks across your organisation.
Receive email alerts for actions and workflow updates.
Maintain control with task visibility and reassignment tools.

Powerful Administration Controls

Manage users, roles, permissions, and system structure.
Configure Document Types, indexing fields, and lifecycle rules.
Control retention, deleted documents, and workflow settings.
Support secure access with Multi-Factor Authentication (MFA).

Future-proof With Scalability

Start with core document management and expand over time.
Add workflows, compliance tools, and additional functionality.
Adapt the system to changing business processes and requirements.
Support integrations and automation as your needs grow.

What are the benefits of a document management system?

Document Management System Improving Productivity

Save time and improve productivity

A document management system allows your team to quickly store, organise, and retrieve documents in seconds. Eliminate time spent searching through emails, shared drives, and paper files, and give your team instant access to the information they need to work more efficiently every day.

Secure and Compliant Document Management System

Stay compliant, secure and in control

Maintain full control over your documents with built-in retention policies, review schedules, and audit trails. Protect sensitive business data with role-based access and department-level permissions, ensuring users only access what they need while meeting internal policies and regulatory requirements.

Document Tracking and Audit Trail Visibility

Improve visibility and accountability

Gain complete visibility over document activity with a full audit trail of actions, changes, and access. Track who viewed, edited, or deleted documents, ensure accountability across your organisation, and keep full control of your information at all times.

Secure UK Data Storage

Systems hosted on our secure private cloud using Azure UK infrastructure.
Secure access provided through SSL encrypted connections.
Automatic additional backup to the Acronis platform for resilience.

Access Anywhere

Access the full, web-based software from any internet enabled device, including smartphones and tablets.
No equipment or software installations needed, allowing for quick and simple implementation.

Concurrent User Licensing

More cost effective than assigning individual licenses, helping reduce costs as staff change.
Licenses are shared across users based on active sessions, giving greater flexibility for your business.

Full UK Support

Cloud B2B delivers UK-based support through a secure web portal.
Dedicated support access is provided for your power users.
Use the portal to view account details and billing information.

Document Management System Feature Highlights

Interactive Dashboards

Gain instant visibility of your document management system through interactive, real-time dashboards. View documents by type and status, monitor outstanding workflow tasks, and track upcoming review and retention actions in one central place. Dashboards provide both user-level and system-wide insights, helping your organisation stay in control and respond quickly to business activity.

Fully customisable to suit your processes, dashboards can be tailored to highlight the information that matters most, improving visibility, accountability, and day-to-day efficiency across your business.

Full Admin Controls

Maintain complete control over your document management system with powerful and flexible administration tools. Manage users, permissions, and system access while ensuring business continuity through features such as out-of-office management and task reassignment for leavers.

Administrators can monitor user sessions, review detailed access logs, and manage workflow tasks across the organisation. Configuration tools provide full control over document types, retention policies, deleted documents, and system structure, including branches and departments, ensuring your system remains secure, organised, and aligned with your business requirements.

Powerful Document Indexing & Control

Capture and control your documents with advanced indexing capabilities designed for flexibility and compliance. Documents can be indexed using structured properties defined by Document Types, ensuring consistency across your organisation while allowing users to quickly store and retrieve information.

Review and retention dates can be applied automatically through system rules or set manually where required, giving your business full control over document lifecycle management. Users can also create ad-hoc actions for follow-up tasks, ensuring nothing is missed outside standard workflows.

All document activity is fully audited, including indexed data, updates, and access history, providing complete visibility and supporting compliance with internal processes and governance requirements.

Advanced Search & Document Retrieval

Find documents quickly with advanced search tools designed to help users retrieve information in seconds. Search by Document Type, indexed properties, department, dates, and other configured criteria, giving your team fast access to the records they need without relying on complex folder structures or manual searching.

Search results can be refined using filters to narrow down large volumes of information, making it easier to locate the correct document first time. This improves day-to-day efficiency, reduces wasted time, and helps users work with greater accuracy and confidence.

By combining structured indexing with powerful search capability, the system delivers a faster and more controlled way to manage business documents across your organisation.

Included as standard with all of our Document Management Systems

This section outlines the core features and capabilities included as standard with all Cloud B2B Document Management Systems. While every solution is configured around specific business requirements, each implementation is built on a proven foundation that delivers consistency, reliability, security, and long-term value.

Our approach focuses on delivering more than just a tailored system. We provide a robust and scalable cloud document management platform that supports day-to-day operations while remaining flexible enough to adapt as your business processes, compliance requirements, and organisational structure evolve over time.

These standard features form the foundation of every system we deliver, allowing you to benefit from proven functionality from day one while still shaping the solution around your own departments, users, workflows, and document control requirements.

Custom Dashboards

Role-based dashboards provide clear visibility of key system data and activity.
Information is tailored to each user’s responsibilities and access level.
Power users can access system-wide insights across companies, departments, or projects.

Business Workflows

Workflows are fully customised to reflect your internal processes and approvals.
Supports multi-stage actions, notifications, and decision points.
Approval, rejection, and escalation logic aligned to business rules and requirements.

Advanced Search

Powerful search functionality across all system data and records.
Query and filter using configurable data fields and criteria.
Global search enables quick access to key information from a central location.

Custom Reporting

Tailored reporting aligned to your operational and management requirements.
Clear, structured outputs designed for ease of analysis and decision-making.
Export data in multiple formats to support wider business processes.

Powerful Admin Tools

Centralised control of users, roles, permissions, and system configuration.
Manage user access, status changes, and continuity features such as out-of-office.
Full control over workflows, settings, and system behaviour.

Data Integration

Import existing business data during system setup for a seamless transition.
Export data for use in third-party systems such as accounting or reporting tools.
API-based integrations available to connect with external platforms and services.

Training & Support Resources

Structured training delivered through concise and practical video content.
Content based on your configured system to support real-world usage.
Accessible at any time via the system Help section for ongoing reference.

Future-proof With Scalability

Systems designed to evolve as your business requirements change.
Additional functionality and enhancements can be introduced over time.
Flexible structure allows features to be enabled or expanded when needed.

A selection of our clients

See How Our Cloud Document Management System Can Support Your Business

Book a free online consultation to explore how a cloud document management system can improve control, compliance, and efficiency across your organisation. We’ll guide you through the approach, outline realistic timescales, and provide clear, transparent costs from the outset.

Explore the capabilities of the Cloud Document Management System

Get your personalised Document Management System quote

For a no-obligation quote tailored to your specific requirements, complete the form and a member of our team will be in touch.

General Document Management Questions

What is a document management system?

A document management system (DMS) is software designed to store, organise, manage, and control access to documents in a structured way.

Unlike basic file storage, a DMS applies rules around indexing, permissions, workflows, audit history, and retention, helping businesses manage documents more efficiently and securely.

What is the difference between document management and cloud storage?

Cloud storage platforms store files, but they do not provide structured document control.

A document management system includes features such as:

Document indexing and metadata
Role-based permissions
Audit trails
Workflow and review controls
Retention policies

This allows businesses to manage documents rather than simply store them.

Why do businesses need a document management system?

Businesses use document management systems to improve:

Document visibility and retrieval
Security and access control
Compliance and audit readiness
Operational efficiency

Without a structured system, documents are often difficult to find, poorly controlled, and harder to manage over time.

What types of documents can be stored in a DMS?

A document management system can store a wide range of business documents, including:

Contracts and agreements
Invoices and financial records
HR documents
Policies and procedures
Project and operational files

What are the main benefits of a cloud document management system?

A cloud document management system helps businesses centralise documents, improve access to information, and reduce reliance on shared drives, email attachments, and paper files.

Key benefits include faster search, stronger document control, better compliance support, and more efficient day-to-day workflows across departments and locations.

How does document indexing work?

Document indexing works by assigning structured information to each file, such as Document Type, dates, user details, department, or other custom properties.

This makes documents easier to search, retrieve, report on, and manage consistently across the organisation. Indexing is one of the main reasons a document management system is more effective than simple folder storage.

How quickly can documents be found in a document management system?

When documents are indexed correctly, they can usually be found in seconds using search fields, filters, and document properties.

This significantly reduces time spent looking through shared folders, inboxes, or paper files, and helps users work more efficiently with the information they need.

Can document access be restricted by department or user role?

Yes. A document management system can restrict access by department, branch, role, or user permissions.

This ensures users only see the documents relevant to their responsibilities, while authorised administrators or power users can maintain wider oversight where appropriate.

What is an audit trail in a document management system?

An audit trail is a record of document activity within the system, including actions such as indexing, viewing, editing, reviewing, and deletion.

This gives businesses clear visibility of who did what and when, helping support accountability, governance, and compliance requirements.

How does a document management system help with compliance?

A document management system supports compliance through structured indexing, controlled access, audit history, review dates, and retention rules.

These features help businesses apply consistent document governance and maintain better control over how records are stored, reviewed, and managed over time.

What is document retention and why does it matter?

Document retention refers to how long documents are kept before they are reviewed, archived, or deleted according to business rules.

Retention matters because it helps organisations manage document lifecycles properly, reduce unnecessary storage, and support stronger governance and compliance controls.

Can workflows be customised in a document management system?

Yes. Workflows can be configured around your business processes, including review actions, approvals, notifications, reminders, and task assignment.

This allows the system to reflect how your organisation actually works rather than forcing users into a fixed process that may not fit operational requirements.

Can users receive alerts and reminders for document actions?

Yes. Users can receive alerts and reminders for actions such as document reviews, workflow tasks, approvals, and follow-up actions.

This helps keep processes moving, improves accountability, and reduces the risk of important actions being missed or delayed.

How is a document management system typically implemented?

Implementation is usually carried out in structured stages, including planning, configuration, document type and metadata setup, user access configuration, testing, and go-live support.

You can read more about the process in our Document Management Implementation Playbook.

Where can I read more detailed document management questions and answers?

This page covers the most common high-level questions, but if you want broader guidance on topics such as cloud document management, security, indexing, workflows, compliance, and choosing the right system, you can also visit our Document Management FAQs page.

Useful Downloads & Further Information

Download Cloud B2B's Generic Solutions Overview

Cloud B2B Solutions Overview

Document Management System - Implementation Playbook

Find out today how a customised Document Management System will improve your business processes

Please contact me to set up an initial discussion of your requirements or book a free online demonstration