Free vs Paid Document Management Software

Why Paid Document Management Software Services Trump Free Solutions

At DWS, we’re committed to redefining document management services, disproving the myth that quality always comes with a substantial price tag. While ‘free document management software’ may seem enticing at first glance, exploring further reveals potential pitfalls that could undermine your business’s productivity and security.

The Hidden Costs of Free Document Management Solutions

Free document management software often presents itself as a cost-effective solution, but the reality is far less appealing. Consider these drawbacks:

  • Hidden Fees: What starts as a ‘free’ option can quickly turn into a financial burden as your data grows, with hidden fees for additional features or storage.
  • Limited Functionality: Free solutions often lack essential features and customisation options, hindering your ability to manage documents effectively.
  • Inadequate Support: Without dedicated support, you’re left to navigate technical issues and challenges on your own, potentially disrupting your workflow.
  • Security Risks: Free software may lack robust security measures, leaving your sensitive documents vulnerable to data breaches and cyber threats.


Why Invest in Paid Document Management Software?

Choosing a professional document management service like DWS offers numerous advantages that outweigh the allure of ‘free’ software:

  • Streamlined Operations: DWS provides a comprehensive solution that streamlines document management processes, saving you time and resources.
  • Enhanced Security: Our robust security measures safeguard your sensitive documents, ensuring they remain protected against unauthorised access and cyber threats.
  • Efficient Data Capture: Say goodbye to manual data entry with DWS’s advanced data capture tools, which automate the extraction and storage of information from scanned documents.
  • Dedicated Support: With DWS, you gain access to a dedicated support team that is committed to addressing your needs and resolving any issues that may arise.
  • Automated Workflows: Our system comes equipped with automated workflows that streamline document approvals, checks, and tasks, reducing the need for manual intervention.
  • Scalability: As your business grows, DWS scales effortlessly to accommodate increased document volumes and evolving requirements.

Make the Smart Choice with DWS

If you’re considering your options for document management solutions, look no further than DWS. Our tailored approach ensures that your unique needs are met, providing you with a solution that is both efficient and cost-effective.

While free software may seem like a tempting option, the risks far outweigh the benefits. Don’t settle for subpar solutions that could jeopardise your business’s productivity and security. Choose DWS for professional document management services that deliver real results.

With decades of experience under our belt, we have the expertise to build bespoke solutions, integrate with third-party applications, and stay ahead of technological advancements. While our document management services may not be free, we guarantee a significant return on your investment.


Make the smart choice for your business. Choose DWS for all your document management needs.

Contact us today to find out how we can help your business 


Friendly Chat

How We Work… Free Expert Consultation

How It Works and Why It’s Brilliant for Your Business

In the bustling world of business, managing your printing needs efficiently isn’t just about keeping the printers running; it’s about smartly aligning your print infrastructure with your company’s goals. Here at DWS, we’re passionate about bringing a breath of fresh air into how businesses approach their printing needs. And it all starts with a friendly, expert chat – completely on the house! Find out how we work here…

Friendly Chat

Your Personal Print Experts – Find Out How We Work With You

Our adventure together kicks off with a free, expert consultation. We believe in the power of personal touch. We understanding that each business has its own unique set of challenges and needs. That’s why we’re all about getting to know you and your business personally.


Step 1: Let’s Take a Closer Look

First up, we pop by your business for a good, old-fashioned chinwag and a thorough look-around with you. We’re keen to get under the skin of every department’s printing needs. We will chat through your current print setup to understand any issues. We will then discuss your existing equipment and lease commitments. It’s all about making sure our solutions fit your business like a glove.


Step 2: Designing Your Perfect Print Strategy

Now, let’s dive into the design stage. With all the insights from our initial catch-up, we tailor-make a strategy that’s all about cutting costs and cranking up efficiency. We’ll chat through our recommendations for the best kit and software to meet your unique needs and sketch out a timeline to spruce up your current setup. It’s all done with a friendly, collaborative spirit, ensuring we’re all singing from the same hymn sheet.


Step 3: Bringing Your Print Vision to Life

We work with you to gently phase out anything you already use that’s not up to standard and bring in the latest and greatest solutions that promise to work harder for your business. Our team will seamlessly integrate everything into your network, give it a thorough test drive, and provide hands-on training for your team. We’re all about empowering you to make the most of your new setup, ensuring you’re feeling confident and know how to manage it.


Step 4: Keeping Things Running Smoothly

Our job isn’t done once the new system is up and running. We’re here for the long haul, keeping a watchful eye on your consumables, tracking usage with our automated systems, and always being on hand for a friendly chat should you need any advice. With our personalised support via the Xerox dedicated helpdesk and a straightforward monthly bill with no nasty surprises, we keep things simple and stress-free.


More Than Just Printers – We’re Your Partners

At DWS, our Managed Print Services are all about more than just managing printers; it’s about fostering a partnership. Our approach is designed to blend into your day-to-day, minimising fuss while maximising the benefits of a streamlined, efficient print infrastructure.

Support at DWS


So, why not give us a call?

Contact us and let’s start this journey together, and we’ll show you how DWS can be your perfect partner to work with you to transform your print operations.

Find out more about us being a Xerox Partner here


Working from Home

DocuWare as the Ultimate Lockdown Tool


With the present situation meaning more people are working from home than ever before, the need for offices to go paperless has become an urgent issue.  Doing this efficiently can, not just allow people to work from home more easily and protect the environment by reducing wastage, but also help people access the documentation they need quickly, easily and in a way that protects all the important data from prying eyes or identity thieves.  Our DocuWare system not only makes homeworking much more efficient and productive, it has the following benefits too:

Enabling Teamwork

Working together while you’re apart is always a conundrum for businesses with people working from home and now that everyone is working from home, it’s a problem that simply has to be overcome.  With DocuWare, it’s very easy for the whole team, no matter where they are, to have access to the same documents without the need to email files which isn’t very secure and often ends up with different version of documents flying around and everyone getting in a pickle.  Documents are just there for everyone to use when you go paperless with DocuWare.

Saving Space

Because DocuWare is cloud based, you don’t just save space in your office by not needing to have lots of filing cabinets to store your paper documents, you also don’t take up space on your servers by storing them on your own computer network.  This means they’re quicker to access and you don’t risk slowing down your network with people downloading documents from it.  By switching to a cloud based system like DocuWare now when everyone is forced to work from home, you get to keep these benefits when the lockdown is over so you can save money on storage space for paper documents and servers as everything is getting back to normal.

Smoothing Processes

Being cloud based means there is no work you need to do to maintain or repair any issues with DocuWare.  There are all kinds of redundancies worked into the system so it always runs smoothly and you don’t have to worry about updates etc.  It also helps things to run smoothly by incorporating features like an app that allows members of your team to scan documents very quickly with their phones and add them to the system.  Additionally, DocuWare has electronic signature capacities which are very handy for contracts, quotes, etc. when it isn’t possible for contacts to be there in person and the postal service is too slow and unreliable.  Having all these features doesn’t just make things possible that would otherwise be difficult in the current situation, it improves efficiency, data security and productivity all round.

The ability to put everything together at a time when everyone is being kept apart is what makes DocuWare so useful at the moment but it can also help businesses to run more smoothly, save space, time and money and be more secure in their processes when things are back to normal.  Implementing this type of cloud based systems during lockdown could be one of those things that helps you to drive forward into the future with your business when it’s all over.  To talk to us about how DocuWare could help your business, call 01444 462980 or email