- Land titles
- Petients records
- receipts invoices
- Bid documents,
- Case Files among others
How Does a Document Management System Work
A document management system manages a document starting from its initial stage. It has a prominent role in the complete lifecycle of a document. From document creation to document storage to document retrieval and distribution, let’s see how a document management system works.
1. Document Creation and Capture
This is the first stage of a document, which involves capturing it from any source. Document capture is necessary to save the document and store it. There are several ways to capture documents- like capture for paper documents, for enterprise applications like CRM and ERP, system-generated reports, and emails.
During this stage, the document management system also performs an operation called indexing. Indexing makes it easy to find documents by classifying them based on parameters like metadata, unique IDs, etc. When a document is captured and indexed, it can be retrieved in simple steps whenever needed.
2. Document Storage
A central document storage is the backbone of a document management system. Documents captured from all sources are stored in a centralized location. This increases the accessibility and ease of document management.
Document management systems usually utilize Cloud storage for enabling central access. This ensures that the users of the DMS can access documents from anywhere and at any time. A centralized storage also makes space for features like co-authoring, multiple access, etc., to be implemented.
A DMS administers safety by implementing access control- that is, defining user rights to author, edit, and manage documents- and version control- that is, keeping track of changes made in documents.
3. Document Retrieval and Distribution
Another essential part of the working of a document management system is document retrieval and distribution. A DMS simplifies this process extensively. As a result, an organization can save time, effort, improve productivity and efficiency by implementing a document management system.
Indexing of documents makes retrieval easy and fast—no need to spend hours searching for relevant documents when in need. A simple keyword search will give all the information in an instant.
A document management system also simplifies document distribution very much. It enables document sharing through several ways like emails, enterprise software, etc.
Document management system makes the working of an organization easy, efficient, and stress-free. It improves the way processes are done in an organization and makes space for more opportunities.
Top 13 Benefits of Document Management System
A modern workplace is one that aspires for greater optimization and productivity. You may be concerned about the dividends that your organization may obtain from a novel investment. Here are some of the benefits of a document management system that may inspire you :
No more worries about data theft from lockers. Your patents, designs, and plans are all now safe in the cloud, and with blockchain coming up, data theft is now impossible.
2. Less Physical Storage
Storing paper documents require considerable storage space. Today, when the expense of office space is increasing, a DMS allows you to free up your existing office space and use them for other purposes.
3. Better Backup
We have heard many incidents of companies losing important documents due to natural disasters, fire accidents, etc. With features like centralized storage, digitization, archiving, etc., a DMS provides better backup and recovery of documents in case of any unprecedented incidents.
4. Easy Updates
Documents often get updated when there occurs any change in business processes or goals. Updating paper documents takes a lot of time and might also create some confusion. DMS ensures that updates can be done easily, efficiently, and quickly.
5. Enhanced Collaboration
DMS enhances sharing, increases visibility, and improves accessibility. Thus, it better facilitates collaboration- both internally within an organization as well as externally with stakeholders.
6. Saves You Money
“Time is money.” And DMS saves for you almost a million dollar work hours annually. Besides, you save on procurement of stationery and file management systems.
A transparent office inspires trust. It also provides ample opportunities to acknowledge excellent performance.
8. Green Office
Green is the word. Planting trees are something that benefits the future. But saving a grown tree makes a more significant impact. A DMS makes your office eco-friendly by reducing the demand for paper. You are saving nearly 3 trillion trees a year with DMS. A green office is a workplace for future generations.
9. Easy Retrieval
Get to documents quickly from your desk. You don’t need to lurk around for reports from one shelf to another. Just locate it on the search bar, and you may go for an advanced search to pinpoint the right document instantly.
10. Flexible Indexing
A DMS lets you index documents in tune with your logic. It employs metadata to string together multiple tags and notations to bring out a “light-pull” approach in file indexing.
11. Lightning Search
In a DMS search is at lightning speed. You need to find a file put in a word or phrase into the search bar, and you have it in front of your screen. The multiple categorizations help you to stack files without adding new shelves to your file cabinet.
12. Digital Archiving
The essence of content management is to retain what you do and discard what you don’t. The life of a document can be set on your information policy, and the specific workflow will further decide whether a record is to be kept or expired.
13. Meet Compliance Requirements
Compliance certifications require meeting several regulations, which is a complicated task in a paper-based system. With a DMS, it is possible to present to auditors the exact business flow and convince them of the safety and security standards of your system.
All this and much more awaits your company when you make the essential switch to a document management software. So get ready to fly on the wings of an expert DMS software developer and take your organization to a new level of performance.
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