With ever­ything going digi­tal a Docu­ment Manage­ment Sys­tems, also known as DMS, 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. In this post, we will focus on dif­fe­rent com­pon­ents of DMS in order to under­stand its wide scope. This will give you an idea about various ser­vices offe­red by com­pa­nies deve­lo­ping DMS sys­tems, Intech­core being one of them.

Typi­cal Com­pon­ents and Scope

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 in the last decade.

Cap­tu­ring Documents

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

DMS 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, DMS also hel­ps in migra­ting files to a remo­te location.

Retrie­ving Documents

Docu­ment manage­ment sys­tem pro­vi­des 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. This com­po­nent allows you to 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.

The Scope

With a pro­per under­stan­ding of the­se com­pon­ents, you will be able to see the full scope of an elec­tro­nic docu­ment manage­ment sys­tem and make the most out of ser­vices pro­vi­ded by com­pa­nies offe­ring DMS, for examp­le Intech­core. 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.