What is the purpose of document management system?

Information, your business depends on it. But can your employees easily locate the information they need when they need it? In most companies, documents are stored in a variety of places like -File cabinet storeroom, on networks, on Individual PC hard drives, CDs, and Desk drawers. The people who need to access these documents are often situated in different locations as well.

The answer for an increasing number of businesses - large and small - is a document management system. The best Document management system will help your office go paperless which frees up valuable office space that can be put to better use as a workspace for your employees.

In addition, document management software makes your workplace much more environmentally friendly. Read about - Document Management System, Computhink, and much more related to the same.

What is the Document Management System (DMS)?

Document management is an organizational method. More specifically, it is a technology-based means of storing files. Documents (and sometimes images) are held in a single storage area (repository) that simplifies managing and retrieving the files when necessary. Since organizations have varied needs, systems tend to be custom designed.

How does it work?

Document management typically begins with the electronic document usually we use a scanner to convert paper (physical) paperwork into digitized images. Once all files are electronic, it is easier to organize the information. Furthermore, where possible, all new documents are prepared and saved in a permanent digitized format.

When you need to retrieve a document from the system, you perform a search by entering the document's name. The request is processed and the information is retrieved. Document management systems include security measures to ensure that only authorized users have access. These steps determine which papers certain people can read, and what actions or modifications they can make.

Great things about using Document Administration System (DMS)

An effective document administration system helps by making it easier to file, organize, share, retrieve, and secure information. Employees can also be more productive since they save time searching for business-critical information. A good document management program also facilitates collaboration, decision, and the ability to build upon the work of others.

Digital documents have functionality that is not possible with paper data files. With a record management system in place, multiple people, even those working from home offices or the field, can access and work on files simultaneously. Query reconciliation and resolution are easier, Customer Application Forms or CAF docs can be stored for a long period of the period without any damages, and Documents cannot get misplaced or duplicated. A few examples of Customer application forms are-

a. Surveys- Survey data is collected for many purposes, census happens every few years. The data obtained could be digitized easily

b. Questionnaires- Tabulation of data that is obtained through questionnaires is easy now; OMR technology is used, so we can get numerical values

c. Email Forms- Customer royalty cards are given many brands across the country while feeling up these forms, a box is specified for each letter

d. Registration Applications- Applying to get a service or product is easier now, for every area such as the title of the person or his/her address there are boxes specified where individuals have to write in uppercase letters. A bar code is assigned for each application now so it better to recall data when it is required.

Improved customer service is another significant intangible benefit. Files are at the fingertips of all employees so that customer inquiries can be answered more quickly and effectively. Record digitization helps companies and governmental organizations to process data very easily, manual data entry is slow and errors can occur while entering information. Duplication is avoided and data could be verified quickly. Customer application form management is a service that document management companies provide. Companies can save money in printing and copying expenses and also there is a reduced need for onsite and offsite document storage space.

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