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 This is a comprehensive multi-user solution that is extremely useful in large institutions by helping to store, organize, index and retrieve various types of documents they deal with in their day-to-day work.
It provides a better, hands-on alternative for information management services, including records storage and document shredding. It will enable your organization to streamline paper filing and retrieval processes, incorporate, index and file non-scanned content of any type to improve efficiency, increase productivity and safeguard critical corporate and customer files.
The Document management system components are:
The document management systems integrates document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application. Such integration is commonly available for office suites and email.
Capture involves accepting and processing images of paper documents from scanners or multi functional printers in order to convert digital images into machine readable text.
This is tracking of electronic documents.
Storage of the documents includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another and eventual document destruction.
Retrieval of individual documents is supported by allowing the user to specify the unique document identifier, and having the system use the index to retrieve the document.
- Security
Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents.
Document management systems have a built-in workflow module and the usage depends on the environment the electronic document management system (EDMS) is applied to.
Versioning is a process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, but it may be necessary to go back to or reference a previous copy.
Benefits of having a DMS include:
Scanning documents and integrating them into a document management system can greatly reduce the amount of prime storage space required by paper. It also allows any documents that still have to be stored as paper to be stored in less expensive locations.
Document Management Systems can retrieve files by any word or phrase in the document, a capability that is impossible with paper.
A DMS provides better, more flexible control over sensitive documents. Many DMS solutions allow access to documents to be controlled at the folder and/or document level for different groups and individuals
A DMS provides an easy way to back-up documents for offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy.
Within a DMS, imaged documents remain centrally stored when being viewed, so none are lost or misplaced.
Keeping archival versions of documents in a document management system helps protect paper documents, that still have to be retained, from over-handling and keeps electronic documents in a non-proprietary and native format, such as Microsoft Word or Excel
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