Document Management Systems (DMS) provide a framework for which users can add, retrieve and organize documents and files. Only when properly configured will the benefits of a corporate DMS be fully recognized.
It helps organizations to centralize the document process and archiving documents, and easy data retrieval, to the also added value of Workflow Management in accepting and rejecting processes of document flow in the organization.
The document framework should:
1) Provide a means for companies to organize documents in relation to one another
2) Facilitate the indexing (profiling) of documents for subsequent retrieval.
The creation of the document storage framework and document indexing & profile framework are the activities required to accomplish these goals. Once defined, content contributors can begin to add and manage documents in an effective matter that facilitates fast retrieval.
Some of the Document Management Challenges are:
“Every misfiled document is estimated to cost US $125 in lost productivity”
Gartner Group
Here are some of the advantages that organizations will be equipped with after implementing DMS:
- Provides a secure library for critical corporate documents & records
- Provides document version control
- Web browser and MS Office Application Interfaces
- Custom document profiling & metatagging
- Records Management retention & destruction policies
- Document access logging for regulatory compliance
- Document naming standards support
- Compound document support
- Document subscriptions & reminders
- Full-text, metadata & saved search tools
- Scanning & Imaging Software integration
- Accessible over the Internet, WAN or LAN
- Low startup costs
- Easy to setup, administer & support
- Models Your Office Filing Environment
- Document Dashboarding
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