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Characteristics of Ideal (DMS) Document Management System
What is DMS - Document Management System?
Digismartek Advantage DMS
Document Management System
Document Management System is an electronic system which is designed to manage and organize paper documents using software and act as digital filing cabinets.
The organization use this software to convert old documents into e- files that helps the user to centrally store e-files that helps the user to centrally store the documents and access them with ease
What is DMS - Document Management System?
Document management software : makes it easy for businesses or bank or any other office helps to store all files by digital format .File formats supported from:
Word documents, Excel spreadsheets, PowerPoint
presentations, PDF files, Images etc.
Document Management processes : Paper documents generated in the office can be converted into e-files using he process of capture.
The stored e- documents should be set up with standard document finding system such as Index which helps the user to quickly find the required document and increase productivity.
Digismartek Advantage DMSDocument Management System
Is this how your
looks like? Paper DMDOCUMENTS
Would you feel good if it looked like this?
Digital DMS
Features of Document Management System
Physical space
Digital Archiving
Centralized Location
DMS stores the scanned files on servers.
These e-documents takes way less storage space than the paper documents.
Physical Space
#1
DMS electronically stores past and present documents, hence, it makes it easier for the user to track the revisions in the files and also revert back to older documents for reference.
Digital Archiving
#2
DMS are stored in a centralized location where many users can access the document.
This gives the user an easy access to documents which are collaborated between many users
Centralized Location
#3
Benefits of Document Management System
Easy retrieval of information.Fast search if data.Controlled access to documents.Improved recovery in case of disaster.Reduced cost in storing and maintaining documents. Improved internal operations also effective communications.Higher preservation of intellectual capital and efficient workflowEasy as well as fast access to customer-related data. Faster and more effective customer service which in turn maximizes customer satisfaction.
Which organizations should use DMS?
Organizations which are enforced by law to store their official documents electronically.
Organizations which deals with huge number of customer’s documents every day.
Organizations which store confidential data about their customers.
The scope of DMS is unlimited but different sectors such as Government sector, Insurance sector and Telecom sector can also use it on large scale in an effective manner.
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