Document Management System-1

Today we are going to discuss some important features of the document management systems. This technology will enable you to manage paper as well as electronic documents and files in a single system. Documents are electronic and can be retrieved easily for quick reference.

Features
1. DMS manages all kinds of documents (paper, electronic — Word, Excel and 200 similar formats) and images (tiff, gif, jpeg, etc)
2. Faster retrieval saves time
3. Organizes documents
4. Safe against natural disaster
5. Multiple users can share documents at the same time
6. No need to buy and install software (like MS Office or others) at multiple locations.
7. Maintains confidentiality, secrecy and accuracy of data
8. Ability to step into the customer's shoes and provide state-of-the-art solutions on a turnkey basis
9. Pioneering innovative technologies
10. Error-free data capturing
11. An efficient and economical option
12. Expertise developed in heterogeneous environments over decades
13. Highly scalable
In our next post we will discuss on Electronic Document Management Software which is also important part of the document management.

Document Management System

Today's world of information technology is all about accessing and managing information in a cost-effective manner, saving valuable time and space.
Research shows that in any business 98 per cent of the documents are stored and archived for future reference after their current utility ends. Large spaces are required for storage of these documents, wasting valuable space. Stored documents are also exposed to the risk of damage, being misplaced or misfiled. Retrieving documents is extremely time consuming. Sometimes, extra manpower is required just to maintain them.

Document management solution handles documents by electronically storing, organizing, indexing and filing. They can be retrieved when required, without any loss of time.

1. It uses imaging technology to enable access to the unstructured data in the form of documents present in your organization.
2. It brings all documents to your desktop and enables you to work with them, eliminating the need for paper-based documents.
3. It is a powerful document archival system, which ensures safety of documents, faster access to them and huge cost savings.

This technology will enable you to manage paper as well as electronic documents and files in a single system. Documents are electronic and can be retrieved easily for quick reference.

Paperless office-3

An important step in the paper-to-digital conversion is the need to label and catalog the scanned documents. Such labeling allows the scanned documents to be searched. Some technologies have been developed to do this, but generally involve either human cataloging or automated indexing on the OCR document.
However, scanners and software continue to improve, with small, portable scanners that are able to scan doubled-sided A4 documents at around 30-35ppm to a raster format (typically TIFF fax 4 or PDF).
Issues in keeping documents digital
1. Business procedures and/or government regulations. These often slow the adoption of exclusively electronic documents.
2.The target readers' ability to receive and read the digital format.
3. The target readers' ability to manipulate, i.e. highlights, annotates, or edits data in a digital format.
4. The longevity of digital documents. Will they still be accessible to computer systems of the future?
Paperless versus traditional office philosophy
A traditional office consisted of paper-based filing systems, which may have included filing cabinets, folders, shelves, compactuses, microfiche systems, and drawing cabinets, all of which take up considerable space, requiring maintenance and equipment. A blinds manufacturing company who make roller shades and woven wood shades , they are doing business online with paperless office. Few years back it was not possible. Same way, we can take example of term life insurance agents who are doing online business which is again a paperless.Meanwhile, a paperless office could simply consist of a desk, chair, and computer (with a modest amount of local or network storage) and the user could use and store all the information in digital form, including speech recognition and speech synthesis.

Paperless office-2

Today we continue our discussion on paperless office which is most important part out topic. Each of the technologies uses software that converts the raster formats (bitmaps) into other forms depending on need. Generally, they involve some form of image compression technology that produces smaller raster images or the use of optical character recognition (OCR) to convert the document to text. A combination of OCR and raster is used to enable search ability while maintaining the original form of the document.

An issue faced by those wishing to take the paperless philosophy to the limit has been copyright laws. These laws restrict the transfer of documents protected by copyright from one medium to another, such as converting books to electronic format. An important step in the paper-to-digital conversion is the need to label and catalog the scanned documents. Such labeling allows the scanned documents to be searched. Some technologies have been developed to do this, but generally involves either human cataloging or automated indexing on the OCR document.

However, scanners and software continue to improve, with small, portable scanners that are able to scan doubled-sided A4 documents at around 30-35ppm to a raster format (typically TIFF fax 4 or PDF).