Electronic Document Management – Scope and Benefits

Document Management Systems, also known as DMS, have a very wide scope in modern times. With everything going digital, a document management system ensures that you are able to easily edit, manage and organize your documents. Moreover, you can also keep records and track any changes made to documents through this electronic system. In this post, we will focus on different components of DMS in order to understand the wide scope that it has to offer. This will give you an idea about various services offered by DMS companies.

Document Management Systems – Components and Scope

It’s important to understand that the competitive business environment has encouraged business organizations to use various tools and resources to excel. Thus, the scope and importance of document management systems has substantially increased.

Capturing Documents
As the name suggests, this component is simply associated with capturing documents as scanned images. Various printers and scanners are used to take pictures and create digital images of paper documents. A document management system also uses OCR (optical character recognition) to convert digital images into machine readable format.

Storing Documents
A document management system stores electronic documents in a file once they have been captured. These files are stored on computers and can be easily accessed by personnel with clearance. Moreover, a document management system also helps in migrating files to a remote location.

Retrieving Documents
Document management systems provide a flexible way of retrieving documents. You can easily search your documents using keywords. As soon as you enter a search term, you will see a list of documents matching the term. This will help you access all kinds of documents in a matter of seconds. With document management systems, you do not have to spend a lot of time looking through files and folders.

Security
Every company deals with many confidential documents that need to be secured. Security is one of the most beneficial components of a document management system. In this system, you can restrict access to certain documents. This way, only authorized persons will be able to access your private or confidential documents.

Version Control
In a way, version control is similar to document retrieval. Once electronic documents have been stored in a document management system, people can make changes to documents. A document management system allows you to view previous and latest versions of a single document. This way, you are aware of all changes that are made to your documents. Users can even track people who have made changes to documents. This helps in maintaining a more trustworthy and productive work environment.
With a proper understanding of these components, you will be able to see the full scope of an electronic document management system. This way, you will be able to make the most out of services provided by companies offering DMS. Document management systems make managing, editing, creating and organizing documents easy. You do not have to look into a lot of files and folders as in the case of paper documents.

Why Should You Install An Electronic Document Management System?

The concept of electronic document management is quite easy to understand. It’s actually a practice through which you can scan documents and store them in a safe place on your computer. When you have all important documents on your computer, it becomes very easy and convenient to access and manage them.
Moreover, with a document management system, an organization does not have to rely on outdated and traditional storage systems like file cabinets, drawers, etc. Traditional storage systems are less secure and inconvenient. As mentioned earlier, document management involves the process of converting paper documents into images by using electronic equipment.
These images can be easily stored on your computer and do not take much space. You can even store these images on portable media devices and carry them with you at all times. By saving important documents on your computer, it will be very easy for you retrieve them whenever you want. Many organizations use such services to store their documents in a safer and convenient manner. Here are some key benefits of an electronic document management system.
Less Time Consuming
First of all, employees usually waste a lot of time searching for documents in a cabinet or drawer. A document management system is the best solution to this problem. As mentioned earlier, you can easily and quickly retrieve files when they are stored in your computer. You do not have to throw away paper documents if you apply this system. Paper documents do not go wasted and you can save them for further use.
In the meantime, you can access document images on your computer for all references and work. With only one click of the mouse, you can easily access the most important piece of information stored on your computer. This way, you never lose any important information. Even if you forget the folder in which you stored a document, you can search it easily on your computer.

More Convenient
Managing documents becomes very easy with electronic document management systems. Employees waste a lot of time on managing piles of paperwork. With document management systems, they do not have to manage a lot of paperwork. Moreover, you can even create more space which you used for useless file cabinets and drawers. This way, your employees are not overburdened and their productivity does not decrease.
More Office Space
As mentioned earlier, a document management system allows you to create more space in an office. You can easily store millions of documents on a single computer. Even if there is a robbery or any form of natural disaster like floods, earthquakes etc., a document management system ensures that all your documents are safe and secure. By using minimal space, you make sure that all your resources are used optimally. You can even use the new space for other important tasks in your office.
An electronic document management system has a direct impact on your organization’s workflow and productivity. Managing all kinds of files digitally is a wise decision in this era of computers and Internet. Installing DMS can actually be one of the most important decisions that you ever take for your organization.