A document management system (DMS) is a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents. This system should be capable of keeping a record of the various versions of the documents created and modified by different users (history tracking).
Document management software makes it easy for businesses to combine paper and digital files and store them; physical documents or paper files are scanned and digital formats are imported. File formats supported can range from Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, etc.
Document Management processes are essential to ensure statutory or regulatory compliance, such as tax declarations, conformation to various standards, such as ISO, FDA, etc. Such requirements demand easy traceability of documents and audit trail of document creation, access, modification, approval and submission.
Document management is essential in all sectors: Commercial Businesses, Banking, Non-Banking Finance & Insurance, Government & Non-Government, Education, Healthcare, Research & Development, Construction and many more.
Today, implementing a quality document management system is critical for a business to succeed. Therefore, when searching for a reputable document management system, have in mind that an ideal DMS should contain the following 8 groups of features:
- Document Input
- Document Indexing
- Document Search
- Document Processing
- Workflow Automation
- Document Security
- User Dashboard
- Customization
- Special Features
Document Input
When it comes to document input, most of the businesses combine paper and digital files. The ideal Document Management System should allow inputting files trough the following sources:
- Scanner
- Manual Upload
- Bulk Upload
- Automated Process for Mass Uploading
- Mobile Applications
- Web Services
Document Indexing
Document indexing is the process of associating or tagging documents with different “search” terms. Indexing is a path to the documents. That path is based upon your business processes and your staff.
There are different types of indices. If your documents are text documents, you might have indexed the documents for full text search where you can find a phrase contained in the documents. All document management systems have some level of system indexing too. Default system indexing might be the date or document type or some other identifier that describes the document. An ideal Document Management System should provide:
- Indexing of all documents
- Custom Automatic Document Numbering
- Content recognition and indexing
- Indexing Meta Data
- Indexing all revisions
- OCR in different languages (Vienna Advantage DMS currently covers 27 languages)
- Supports innumerable formats
- Extendable meta data fields
Document Search
No matter what indices we use, the power of document indexing is revealed when we do a search later on. The document search engine should provide:
- Safe and Powerful search
- Document content and meta data search
- Advanced search on all documents attributes
- Scalable Document Search Engine
Document Processing
Document Processing involves the conversion of typed and handwritten text on paper-based & electronic documents (e.g., scanned image of a document) into electronic information utilizing one of, or a combination of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and experienced Data Entry Clerks. An ideal document management system should provide the following features:
- Create Documents using Templates
- Link Document to records in System
- Link to ERP/ CRM system
- Forward, Move, Share Documents
- Email Documents
- Revise Documents
- Inbuilt Document Editors for various file types
- Check-In and Check-out documents
Workflow Automation
A good document management system, should have inbuilt an enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. The workflow automation should provide:
- Rule based processing on incoming documents
- Setup individual rules and document actions
- Automatic and Manual workflow
- Document Routing
- Business Process Modeling with Customized Windows, Reports
- Configure multi-level approvals
- Automatic creation of records based on documents
- Update records based on documents
Document Security
Security is one of the most critical aspects of a document management system. The ideal software will provide a high level of documents encryption and role based access, as well as:
- Audit Trail
- User and Roles
- Advanced Access rights
- Encrypted Documents on file system
- Indexing all revisions
- Supports SSL
- Modify Ownership
User Dashboard
An ideal DMS interface should be simple and easy to navigate. Not everyone is technologically inclined, so the simpler the software, the better. But the main dashboard should also include:
- Workflow Inbox
- Document inbox
- Alerts and Notifications
- Reporting Dashboard
- Follow-ups and Chat
- Inbuilt Calendar, Email, SMS
Customization
As previously mentioned, different business have different needs of a DMS. Every business has its own specifics requirements that need to be take in consideration. For that reason an ideal Document Management System should provide a certain level of customization allowing users to:
- Create customized Windows and Records
- Generate Custom Fields and Reports
- Add custom Document Attributes
- Describe custom workflow
- Create Custom Dashboard Reports
Special Features
Industry leading document management system providers, always go beyond the basic features and provide to their customers innovative features and solutions that will improve their overall business productivity. Tecres ensure it deploys a DMS that includes special features such as:
- Inbuilt Word Processor
- Supports multiple languages
- Multi Tenants
- Collaboration Portal
- Deploy on premises or on cloud
- OCR in 27 languages
- Supports SSL
- Modify Ownership
If you want free analysis of your Document Management System and a look at our DMS solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478
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