An Overview of Document Management System

Documents are a part of any office life and document management itself can be a tedious job. Usually when one thinks of a document management system, the first impression that comes to the mind first is that of an office without any paperwork. However, a document management system doesnt promise to make your office paper free. Instead it manages the documents in a particular way that makes the documents easily accessible, according to personal convenience. The information is stored in the desired form of media and therefore, refrains from wasting any additional time and space. The computer is the obviously device of choice when using the document management system.

Document management system softwares are widely available all over the world. Some of the terms to be familiar with which directly pertain to the document management system include the following:

Electronic document capture: Scanning, image conversions as well as text recognition come in this category. Paper media here, is simply converted into soft copies. By this method, both accessibility as well as cost effectiveness of a document improves dramatically. This also works when distributing documents as soft copies can be sent to people swiftly and also economically.

Optical character recognition: Optical character recognition actively comprehends characters printed on a physical media like for example on a normal paper.

Electronic document management system: This is particularly effective for a huge collection of electronically created documents. The electronic document management system would help in locating and displaying correctly any document that is required. This can also be used to maintain summary of documents and also different versions of the source document.

Electronic record management system: There are several concerns where there is specific need for records to be managed in a particularly ordered way. Examples include pay rolls and patient reports. The system manages the documents effectively by making it very easily accessible.

Web content management: This system specifically manages websites in an orderly fashion. There are several Web documents which need to be stored and published in any website and requires several permissions. Such needs are taken care of by this system.

Work flow management: required documents need to be kept within the reach of the concerned person at all times. This is managed by the Work flow system which is a very effective tool for document management.

Knowledge management: any relevant information needs to be communicated to the concerned person easily. This is particularly important with companies who wish to bridge any existing communication gap. FAQ are a good example of knowledge management.

These are the different terms and features that make up the document management system. Depending on these explanations, one may choose the management system which addresses an individual business requirement the best. You can later search and implement the chosen document management system in your business to ensure maximum productivity.