DMS: The Harbinger of the Digital Revolution


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.

This is the reason why so many HR teams are insistent about deploying ShareDocs Enterpriser

ShareDocs Enterpriser is an ideal match for your pile of documents. Noted. Now that’s something almost every document management solution can help you with. Then what actually makes ShareDocs Enterpriser stand above its competition? Its capability to auto-link documents to one record. True that! We’ve proposed this solution to so many HR teams and consulting firms and we have them coming back to us with “immediate deployment” emails!

The simple reason why this is happening to us is the fact that we’ve understood their need. Each one of us knows how tedious it is to take care of documents and their copies. Add an employee count of 10000 or 100000 to it! Multiply this count with at least 15 documents coming from each employee. Ever wondered how HR executives take care of all of these documents and also face compliance and audit rounds? Having a DMS at their beck and call definitely reduces their load as all documents are found on a software’s platform. What sets ShareDocs Enterpriser apart from all document management solutions is its feature called ‘Document Sets’.

This feature helps the DMS admin to create a set of employee documents. Once the system has understood the logic behind clipping related documents to each other (by the common data found in each of these, employee code for instance), the DMS automatically links the documents as and when they are uploaded. When retrieving the documents of one employee, the HR executive then just has to feed in the employee code into ShareDocs Enterpriser and the job is done! All documents uploaded against that record show up on the screen. What’s more, you can also view the list of missing documents: documents not submitted yet as well as documents that have been lost at any point.

A leading manufacturing company’s HR manager recently told us how relieved she feels after having set up ShareDocs Enterpriser in her organisation. From the time she assumed the role of the HR head until she started using ShareDocs Enterpriser, she says, she only kept wondering how she’d accommodate and maintain documents of the 7000 employees that work for her corporation. Her lit-up face and the comfort that she finds in retrieving documents post a few clicks just goes to show how ShareDocs Enterpriser has been able to identify her problem area and fix it for her.

This and many other functionalities that ShareDocs Enterpriser boasts of are the very reason why the DMS is able to create a huge demand in the market. What’s most important is the fact that ShareDocs Enterpriser has been developed after considering all possible loopholes in a typical DMS and the issues that DMS users face. That’s the reason why ShareDocs Enterpriser comes with an email feature that lets you send a document to an internal or external recipient. If the recipient is a ShareDocs Enterpriser user, he can easily look up the document. If it is sent to an external recipient, the sender can either let the recipient download the document or view it on a clickable link that expires on a date and hour set up by the sender. Isn’t that effective?

What’s your take on this?

Sharedocs Enterpriser Takes the Next Step towards Automation

Artificial Intelligence

In December last week, ShareDocs Enterpriser unfurled its latest feature that is built upon the Artificial Intelligence principle. Just as AI revolves around perceiving its environment and taking intelligent decisions to maximize the chances of success at some goal, the intelligence of ShareDocs Enterpriser’s search functionality has been taken a notch up. This new feature is called ‘Auto-linking of Documents’. The feature automatically links all documents with similar data entry to each other.

Until this update was released, ShareDocs Enterpriser users had to manually link documents to each other and create document sets. Manual linking of documents has been retained as a feature so that users’ engagement in document management remains intact. However, the auto-linking feature aims to ease the search criteria for multiple documents. With the on-boarding of this functionality, users will be able to view all the documents related to the document’s data entry!

This will immensely help users who have to collate data, create reports, or take decisions based on the reports created. For instance, in order to give clearance certificate/clearance approval to an employee who is serving his/her notice period, it will be very convenient for all department heads to find all documents related to that employee in one place. These documents will include all the documents created for the employee before joining and during his/her tenure. These documents could include the job application form, pre-joining medical reports, resume, undertaking forms, previous experience letters, provident fund form, social security form, visa application form, foreign travel settlement form, undertaking signed with the facility management, and all other approval/clearance forms. All department heads can find all these documents in one place and conclude if the employee has no pending issues with the organization and then sign on the clearance form (which will again be scanned and uploaded on the DMS for later reference).

 This functionality will surely reduce the man-hours that are spent on locating files and putting them to use. Not just that, it can also reduce the time spent on taking decisions or signing off reports and help to put the saved time to better use. After all, time saved is time earned!