Implementation of next generation services in today’s workplaces has become a necessity. While we experience this transition from old to new, from analog to digital, there’s a dire need for intelligent and rational solutions in the workplace. Document Management Solutions, or DMS, has recently occupied that spot as a technical facility in almost all reputable enterprises. Put in a nutshell, DMS is a way to store, manage, and keep track of documents on a common server space.
The features of manual document management simply cannot compare to the ease and comfort of using DMS services. While it could take up to several hours to retrieve a specific document in a room full of them, DMS lets you find any desired document by simply searching for the file’s name or content. The document’s digitized version will be readily available at your fingertips at the click of a button.
Now, the digitization of documents is a service that includes scanning of documents, categorizing and then indexing them. The indexing procedure allows for data to be found easily under the criteria that you input. Then, any duplicate or redundant documents are eliminated. Finally, your documents will be uploaded securely to the cloud or company server, where it will be within your reach, safe from misuse, theft or loss.
Of course, your physical documents still do matter. After digitization, they are stored safely at an administered warehouse, unless you want to store them at your own office. Provisions can be made to set up a storage facility right at your office space. Your documents are stored with utmost safety inside cartons in the warehouse. Upon request, confidential documents can be stored inside storage vaults with smart temperature control to stop the ageing of physical documents. Your confidentiality is valued.
DMS allows for breakthrough workflow and automation. With adequate amount of automation and customization, the DMS allows you to set a variety of rules for different workflows. It also includes features like email alerts for pending and overdue approvals, and programmed calculations.
Automation offers a plethora of opportunities in DMS. OCR (Optical Character Recognition) is a cutting edge feature that lets the system read the content of a document which can be used for retrieving documents by their data. The ability to create e-files and virtual folders is offered by a process known as “Smart Document Sets”.
Security has always been the centre of DMS services. Your data is protected by paramount security protocols. The usage of the HTTPS protocol makes sure your data remains yours. Users who need access to the data need to register and login, all being authenticated through an active directory. Documents can be encrypted automatically, and watermarks can be added to PDFs to retain proprietorship of these documents.
The perks of DMS solutions make for a much easier way to store and access documents. Searches performed on the bases of file name, content, OCR or tags, will fetch the desired file within microseconds. This improves potency in your workplace. And this productivity is set to keep improving with workflow management offered by the DMS. Besides designing custom workflows and selecting specific steps depending upon user roles, DMS allows you to assign documents to various user groups. Monitoring of performance and progress and keeping track of user comments are additional features readily available.
Don’t want all users to be able to access certain documents? DMS has got you covered. You can grant access rights to specific users to be able to view and update files. DMS also allows you to automate categorization and indexing based on the parameters you input. It simplifies time consuming tasks, makes creation of new documents easy, and also saves paper (hint: you save 2 trees each year from being cut).
The transition from old to new will carry on with or without you. But it’s up to you to decide a convenient, cost effective, and hassle free choice.