Data Base Management

Software packages called Data Base Management System (DBMS) has been developed long before micro-computers to handle the problems of maintaining and integrating large volumes of data on large machines. The most important distinguishing feature of a DBMS package on personal computers is that it provides a very high level language interface which can be learned by a user who is not a computer programmer. In a few hours, it is possible to acquire enough skill to use the basic features of DBMS packages like dBASE III which is the best selling software currently in this class.

The dBASE III package has attained its current popularity mainly for the following reason:

1. It is easy to use and is simple. Its basic features can be learned in a couple of hours.

2. It provides a very high level language interface which is command oriented. Some people consider it a fourth generation language. In lay man’s terms, fourth generation language means it is superior to standard programming languages like BASIC, COBOL, FORTRAN and PASCAL; and it simplifies and sometimes even avoids programming in a conventional sense.

3. Small business information systems can be easily implemented in a few days using this package.

4. Some time it having search engine optimisation advice. This advice help with search engine marketing to the user.

5. This package can be used as a tool to prototype large applications. Prototyping is useful for saving costs in implementing large applications. Parts of a large system may be implemented through dBASE III package to finalize specifications of what users want through the envisaged application and how these parts could possibly be implemented in their final form.

Document management system pricing - 1

Today we continue our talk on Document management system pricing. For ASP models, you can expect minimum prices of $250 per month, and easily over $1,000 per month for mid-sized solutions. Support for larger companies can quickly top $2,000 per month.

Some ASP suppliers base their fee structures on the total number of images in the system, rather than the number of users. Since you’ve already estimated the amount of documents your system will be handling, you should be able to compare costs fairly easily. Again, these are only rough estimates of your total costs. Vendors will break down the pricing in much more detail: hardware, software, customer service and support, training, installation, and maintenance.

If you’re having archived records scanned, expect prices of between 2 and 20 cents per page. You’ll pay more for on-site scanning, stapled or damaged documents, and indexing services. When you consider a million-file archive, you can see why many companies opt for the scan forward approach and leave their old documents as they are.

Some businesses aren’t concerned with compliance, don’t need network access to their documents, and have few tracking and security needs. In those cases, a turnkey solution for $200 or $300 can be sufficient – but the benefits are limited to basic scanning of important documents.

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Document management system pricing

Document management systems are a major capital expense. You can expect to pay thousands of dollars for even the most basic system. The piece to remember is the economics we discussed in the Benefits section: with a bit of analysis of the costs of your current paper systems, you will quickly realize that the ROI potential these systems carry is significant.

Also, keep in mind that these systems are highly customized, so pricing will vary tremendously depending on the features and integration work you require.

For entry-level paper conversion systems, including a server and scanner and software with all the basic indexing, searching, and security features, you might be able to go as low as $3,000 for a very small setup. At ten users, you’re more likely looking at a minimum of $6,000 and often more. A medium-sized installation, with web access, auditing, and workflow features, and support for 100 users will probably run $25,000 to $80,000 plus. Costs for enterprise-level solutions for hundreds of users can easily reach half a million dollars or more. For example an Instant Life Insurance Rates company, who provides life insurance quotes online, they need to take more user to run the business. More users, meaning more expense.

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Features

There are also more specific document management software features you’ll need to investigate:
1. Security – The more granular the security options, the better: security rules may be applicable to the entire system, per cabinet, per folder, per document, or even to specific sections of documents. Systems that rely on Windows logins alone are not considered very secure.
2. Searching – Is it easy and logical? Can you easily call up all related docs – all W2’s, for example, or all docs with a certain customer number?
3. Compliance – Auditing features can track activity by user and by machine. In some industries, you’ll need to prove that documents are unaltered.
4. Access – Some systems require client software on each computer that will access the system; others only require a web browser. Make sure to consider your remote users.
5. Workflow – Document management software can automate approval processes, editors, and other document routing. Extensive workflow rules can be a distinguishing factor between small to mid-sized solutions and true enterprise-level systems.
6. Compatibility – Microsoft Office integration allows you to check-in and check-out documents while working in Word, Excel, and PowerPoint. E-mail integration allows you to send direct links and share native documents with remote customer. And some systems allow you to generate PDF versions of your documents.
7. Open Source – Some businesses prefer open source software, as it can offer a more adaptable, cost-effective alternative to proprietary systems.

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General attributes

As a part of our talk we are discussing on document management system and document management software. Today we are going to discuss on other general attributes which we can consider for document management software.
Other general attributes to consider:

1. Architecture – Many companies today prefer non-proprietary systems: in document management, this means that the system should store your documents in their original formats and run on a range of hardware. For example, document management software from insurance crm companies is having good document management tools inbuilt.
2. Customizability – Because their function is so central to your everyday operations, the system you choose should be customizable to match your business processes. In many cases, the supplier will be able to integrate the system into the applications you use today, making use of the system almost transparent.
3. Scalability – The system needs to be able to grow with you – both in terms of how many users it supports and how many documents it can handle.
4. Modularity – In the best-case scenario, you’ll be able to buy only the functionality you need at first, and add more as you expand your use of the system.

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Document management software features

As you evaluate different document management software packages, keep in mind that your choice should be based on your business needs, not technology. If you focus solely on the technology, you may wind up with a flashy solution that your employees won’t use because it’s too much of a change and doesn’t fit your business processes.

To make comparisons, it’s always best to get live demonstrations. Whether it’s face-to-face or online, a live demo will allow the vendor to show their strong points while also allowing you to ask questions.

How to evaluate document management software
The most important aspect to consider is ease of use. If creating, filing, and finding documents isn’t easy and intuitive, your employees will resist using the system and your ROI will decrease. It’s not unheard of for companies to spend tens of thousands of dollars on document management systems, only to have employees refuse to adopt it.

Make sure you get a chance to see the software in action – it’s the only way to really judge ease of use. Many applications use familiar metaphors – file cabinets, folders, and paperclips, for example – so even the least computer-savvy employees can catch on quickly. Also look for a balance between an uncluttered interface – one that doesn’t distract you with too many buttons or options – and the ability to get common tasks done quickly, without having to click through too many screens.

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Departmental applications

Because they benefit business units shared by almost all companies, document management solutions are used in a broad spectrum of businesses. Human resources and accounting departments, traditional heavy users of paper files, are huge beneficiaries of document management.

In addition, the Patriot Act’s requirements of immediate government access to records apply to a wide range of businesses, and ISO 9000/9001 certification efforts can also benefit from document management. Manufacturing and government are two sectors that pursue document management solutions for these broader regulatory reasons.

Any organization that wants to put more processes in place can benefit as well. Document management solutions are used to enforce naming conventions, ensure strict approval processes are followed, and generally add consistency to existing procedures. I was talking with owner of blinds company who are selling vertical blinds, roman shads product online says that document management solutions are helpful to them in many ways. It makes it easy for them to run their business with less paper handling or task issue.

Not the most efficient business plan, perhaps, but they couldn’t operate without their records. Once their document management system was in place, all they had to do was bring a laptop and small scanner with them to Anchorage, and they could still access all their records as if they were back in Seattle

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Document management solutions

The software is similar in both cases: you’ll still need security, tracking, and searching. But document imaging requires software and hardware to scan and index paper documents, while document management software is better suited for capturing e-mail and Web content.

Who uses document management solutions?
The benefits of document management solutions hinge on their ability to improve your business processes without changing them too much. While one reason to choose document imaging – that you’re drowning in paper files – is fairly obvious, there are benefits to be had across a wide range of situations and industries.

Reasons to turn to document management solutions
More and more industries are falling under the influence of legislation that requires specific procedures for record keeping. Financial services companies need to be able to prove that information is unaltered to comply with Sarbanes-Oxley; medical practices have to prove that their records are safe from prying eyes to comply with HIPPA. The legal industry also has specific requirements related to discovery, including full-text searching of massive amounts of documents.

For businesses in these more regulated industries, document management solutions are by far the best way to ensure compliance with strict security and record-keeping rules. It’s important to note that such systems only help your company become compliant, they don’t guarantee it. But, the right procedures and behaviors do. No matter how secure your electronic records are, if an employee prints sensitive information and takes it to lunch, you’re not in compliance.

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Document management systems

If you threw open the windows in your office on a windy day, what would happen? If your business is like so many others, there’d be chaos as paper flew everywhere. Even employees who use computers for most work would have trouble getting anything done as important records fluttered away. Perhaps it’s time for you to stop the paper chase and consider a document management system.

Simply put, document management systems can transform the way your business operates. Whether you’re solving a paper problem or simply improving the way you handle electronic files, the right document management system can provide a wide range of benefits for businesses large and small. I talked with one instant life insurance rates providers, he says he use insurance software which helps him to manage all the documents. Document management required 20% of his working time just to manage them.

If you have employees who spend most of the day filing or retrieving documents, or if you spend good money every month to warehouse old paper records, you should investigate a document management system. Online blinds company who are selling vertical blinds and roller shades, he says that document management systems helps to save his time as well as his effort to recreate document again.

As you start investigating your options, one distinction to be aware of is between document imaging systems and document management software. The essential difference is that document imaging systems include tools to help you convert paper records into electronic files, while document management software is used to manage your electronic files.

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Electronic Document Management Software

Document management and control is central to an effective quality management and regulatory compliance system. Organizations following manual and paper-based processes for managing policies and control documents are realizing that such approach is inefficient, costly, and unsustainable. Be it quality records, process narratives, SOPs, compliance records or regulatory filings, inability to manage the increasing number of documents can be a bottleneck in a growing enterprise.

MetricStream Electronic Document Management software module enables companies to adopt an electronic and automated approach to document management across the enterprise. This web based electronic document management software system provides a central repository to store and organize documents. Integrated collaboration and workflow tools can be used to access, create, modify, review, and approve documents globally in a controlled manner. The powerful analytics and reporting capability with graphical dashboards to track each document from origin to obsolescence gives managers complete visibility into the system.
1. Maintain a central, secure repository for efficient storage and access to control documents, policies and procedures
2. Accelerate review and approval cycles with documents automatically moving from one stage to the next
3. Improve communication and teamwork across departments and functional areas
4. Gain enterprise-wide visibility into document status with measurable performance metrics
5. Lower cost of regulatory compliance (such as FDA 21 CFR Part 11) with electronic documents and signatures, revision control, and audit trails. More…

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.