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.

Does your document management solution come with these 12 Features?

Document management solutions help you preserve your physical documents for long. But that’s not all! The longevity of confidential documents also has an impact on business continuity and long-term returns. Hence, it is important to take a wise decision when you choose a document management solution. There can be a huge difference between planning to install a document management solution and actually implementing a DMS that simplifies your business process.

Irrespective of the DMS that you finalize upon, these 12 features are a must in a document management solution. Here’s the list:

  1. Document indexing – Document indexing refers to segregating documents according to the categories of document mostly dealt with by your organisation. It also helps to add additional information to a document. For example, adding client details to the invoices can help to retrieve documents based on both invoice number as well as client name. Thus, document indexing helps to reduce time during search and retrieval of documents.
  2. Folder structure –  Having a customized folder structure in place helps to fasten work processes. Your DMS should have different folders for different departments or user groups. To ensure data security, access to these folders should be restricted to only a few user groups. This can help to prevent other user groups from accessing important and confidential data.
  3. Workflow – Work flows faster and generates quick results when work processes are aligned to the needs of the business. Customized workflow designs can help with requisitions, approvals and workflow management. It can help to detect bottlenecks and prevent damage or delays.
  4. Document sets – An efficient document management system always helps to auto-link multiple documents. These auto-linked documents, irrespective of their location, can be stored as ‘document sets’. Sets work like virtual folders and help you retrieve multiple documents with a single click.

  5. Document Templates – Document management systems not only help to manage existing documents but also simplify the document generation process. If a DMS comes with customized document templates, bulk document generation can be a cake walk! What’s more, it ensures minimal human intervention!
  6. OCR – Technology is put to best use only if a DMS comes with a built-in OCR. Optical Character Recognition (OCR) is a tool that helps to retrieve documents based on the content that they contain. This tool can be employed during the indexing phase for document retrieval within seconds!
  7. Encryption – The primary role of a DMS is to provide data security. This is done by document encryption. If a DMS encrypts the documents uploaded on its server, you can trust it for data security. It helps to restrict unauthorized access. So, even if a hacker downloads your confidential documents, he/she cannot decrypt it at their own whims!
  8. Structured search – Documents are not always retrieved by their names or their content. At times, you’d want to retrieve documents falling in a certain period of time. Perhaps your query may be entirely different. If the DMS you choose comes with a query builder and performs structured search of documents, you’re getting the best deal! Structured search can also help you generate reports. You can save the query and use it anytime you like!
  9. Data Import – If the volume of your documents is high and the data to be fed in indexing fields is already available in some other software solution like ERP, you can simply import that data into a document management solution. If the DMS you’re thinking about lets you do that, go for it. Make sure, it also accepts data entry in CSV or similar formats and auto-links the same with the documents uploaded.
  10. Universal File Viewer – The types of documents an organisation has to deal with can be varied. Does that mean you hunt for varied executable files to view varied documents? NO!! The perfect document management solution will never let you waste time on that. It has to offer you the ‘Universal File Viewer’ feature. This way, you can view documents belonging to 22 file formats! (without having to wonder how to!) 🙂
  11. Web-based access – The most user-friendly DMS is the one which lets you manage your documents on the go. Your location, your time zone, your gadget should have nothing to do with the documents that you wish to work on. If the DMS offers web-based access, you have control over your documents 24×7. More productivity, better use of time!
  12. Integration – Even if you’ve found the best document management solution, if it does not work in tandem with your existing process solutions, it is a total waste of investment. The ideal DMS is the one which integrates with any process solution or software solution that makes your workplace smarter and complete!

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