One of the many things a cloud-based CRM solution can do for you is assist with your document management. As well as the important task of providing virtual space for you to store that documentation, you can associate those documents in all the right places.

This offers you a great way of reducing the need to keep duplicate or even multiple copies of a document. For example a quote can be sent out and linked to companies, contacts or leads, without having to create those documents individually. With a link to all those documents getting set up and kept on all the relevant records, you can soon build up a rich network of data in your CRM solution. Instead of being filed away in one cabinet with one copy in each company folder, the documents are filed alongside each of the records giving you speedy access to them and a clear overview of your customer records and histories.

Another advantage is that your entire team have access to a centralised documents library and this means avoiding the danger of people creating their own documents and perhaps not capturing the image or tone of the company that you wish to see portrayed. More importantly it reduces the potential for error or misunderstanding by enabling everyone to send out the standard approved documents.

Keeping your data in a cloud-based CRM solution is a real world solution to the question of file and document storage and management. It provides the virtual storage space necessary, as well as giving the tools you need to find and associate documents to other entities in your system.

Sales Pitch: At OpenCRM we are only too aware of how quickly data can build up. If you thought data storage implied a hefty bill then you might be pleasantly surprised when you look at our plans and pricing in relation to storage costs: http://opencrm.co.uk/storage-costs.html

Here at OpenCRM we have a commitment to helping you tidy up your office or workspace. With our contact management solution we have already helped you eliminate those racks of CDs, folders, filing cabinets and old computers stacked in the corner that still contain archival data. Now let us assist you in getting rid of those shelves full of manuals, instruction guides and “how to” brochures that you have collected over the last months and years.

OpenCRM contains a Documents Module which is a place where you can store all the corporate documentation you need – user manuals, white papers, best practice documents, correspondence, advertising materials, video or graphics collateral, these are all documents that you may need at any time. Keeping them in your cloud-based CRM solution of course gives you the benefit of having your documents collateral readily available throughout your organisation regardless of geographical location or time of day. There are numerous different settings available so you can determine who can access what information, giving you the tools to ensure that data security is at the required level.

Using the templates available, you can also use the documents to create customised marketing materials that can be used to increase the effectiveness of your lead generation tools.

And if you are worried that – just like the creaking bookcase straining in the corner of your office – the volume of data you need to store is simply too much, then rest assured. As this document shows you, OpenCRM gives you massive storage capabilities to ensure space won’t be an issue.

As part of a tool for enhanced communication and information sharing, the documents module is a great way to share knowledge in a relevant and fast way.