Document Management for hospitality

hospitality, hotels, restaurants, events

Hotel and Leisure

Hospitality is one of the most exciting and dynamic industry sectors that frequently involves balancing first rate facilities with cost management.

The multiple demands guests, controlling expenses and managing all other responsibilities takes more than a good manager to bring order in the busy world of the hospitality industry.

Document Logistix in the hospitality sector

Document Logistix empowers hotels and hospitality companies to streamline electronic, paper and document workflows, to gain the control you need to ensure smooth operations, data compliance and cost reduction.

Document Logistix helps organisations in the hospitality sector such as hotels, restaurants, food and beverage outlets, events companies and events venues. We help customers to manage and workflow information, to achieve operational efficiency and secure data compliance.

The twin drivers for in the hospitality sector are efficiency, to service customers effectively, and compliance, to maintain data securely and meet audit standards.

Managing documents across large estates

One of our hotel customers manages half a million documents a year across more than 50 hotels. Half of the documents are invoices; others include supply documents (GRNs), as well as in-house documents, such as timesheets and HR holiday requests. In addition, there is guest information, which is a CRM asset that requires secure storage according to data privacy requirements.

We help to streamline the flow of information – from capture to storage – to achieve requisite approvals for purchases and payments. We also help to implement effective and efficient registration documentation solutions.

Document Logistix helps to achieve smooth front of house, customer-facing operations, and back of house administrative efficiency.

Customer data: GDPR and industry regulations

There always was pressure on organisations to capture and manage customer information securely. The introduction of GDPR in 2018 adds another layer of compliance complexity around privacy and data protection, which dictates how client data is kept, used and shared.

Document Logistix helps hotels, restaurants, food and beverage suppliers, and events organisations to capture and store information to meet data protection requirements.

Rules-based workflow information capture

Rules-based workflow means that client, product, supply and invoicing procedures are followed strictly according to company policy. Each checkpoint requires completion before further progress is allowed.

Automation can be introduced in operations workflows to trigger alerts or escalation to senior staff to ensure that procedures are met.

Go paperless OR digitise paper information

Many hotels, restaurants and events venues aspire to going paperless, yet in reality have to rely on many paper forms and print high volumes of documents every day. Paper is hard to track and costly to manage.

Document Logistix will help you to go paperless where you can, and to manage paper-based information far more efficiently and securely, with digital storage solutions.

Digital documents: capture, store, retrieve

Digital document management enables companies in the hospitality sector to capture information comprehensively, store and manage it securely, and allow permissions-based access instantly from any location. Customers can also implement automated retention policies to ensure that data is kept and destroyed according to regulations.

Centralised data, digitising paper and auditability

As digital document management overcomes the problems classically associated with paper-based systems and data silos, audit trails are complete and quickly produced.

Historically data has been kept in multiple systems and locations such as CRM, HR, Customer Services, filing cabinets and often emails on standalone workstations.   

The ability to keep time-stamped information in one location greatly eases the burden of administration for head office and each hospitality location.

Digitally streamlining operational processes

Hospitality organisations generate a constant stream of paperwork, for example: guest information, supplier information, staff records, general correspondence, invoices and receipts. The majority of documents today are electronic, received via email, yet paper documents are still a significant part of day-to-day operations. The key to success, regardless of format, is proper information capture and secure storage that facilitates access and information management. Successful hospitality operations use Document Logistix to digitise and index electronic and paper documents.

Digital storage and document process automation with Document Logistix’ flagship system, Document Manager, helps customers to overcome process bottlenecks and deliver business efficiency that meets compliance requirements. 

How Document Manager optimises processes

1 – Automatic Document Capture

Document Manager collects, sorts and stores documents of any format with the help of intelligent capture and indexing. Document Manager distributes them to the right members of staff, and works with mobile devices and business apps.

2 – Digitally Directs Workflow Approvals

Document Manager automates business processes through rules-based workflows. Tasks are assigned immediately to the right staff members. Since records are all directly linked, everyone has immediate access to what they need so that they can make informed decisions.

3 – Meets Compliance Guidelines

Document Manager looks after your data retention and reporting obligations. Every document is stored according to legal stipulations, which also means that every transaction can be tracked. Document Manager uses multiple encryption layers to ensure security.

4 – Third Party Systems Integration

Document Manager integrates with leading third party systems, which makes it possible to store and search documents in Document Manager from any departmental system, and to take content from documents and enter it into your other management other systems.

5 – Improves Security

Whether you are protecting paper documents or digital documents, security is vital. Document Manager provides the highest levels of security.

6 – Gives You Control and Visibility

When was a document received? Where is the document in the operational process? Who accessed the document last? Document Manager makes each stage in the life cycle of a document completely totally clear.

7 – Information Immediately Available

All stored documents and all information can be retrieved in seconds. As new documents are added to the system or changes occur in the status of a document, Document Manager automatically updates the appropriate members of staff via digital workflows. Email notifications and task lists ensure that the flow of information is continuous.


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