Document management has always plagued most offices, whether professional (legal, accounting, technical), personal and businesses. It seems that maintaining a decent document management system is a struggle all the way.
What is the crux of the problem? Document hard copies is the source of it all, considering that the bulk of the transaction is mostly in paper. A business deal for instance, involves letters of intents, sales invoices, delivery receipts, and other related documents. All of this complicates the management process, as documents needs to be filed, sorted, read and stored. A large storage space is required to contain all of these document files.
Digital storage simplifies document management: The coming of age of digital technology has totally revolutionized document management. Offices that shifted digital no longer need large and bulky storage spaces, as documents are transformed into information read in computer screens and stored in thumb sized storage devices. A roomful of documents for instance could only be housed in one storage device. Since document management digital information system are sorted and filed, retrieval is easy with only a click of a button.
How does modern digital Document Management System (DMS) impacts business offices? The computer system is the heart of this modern system. All paper based information are transformed into digital information, delivered by the document scanner. How an office or organization stores, manages and tracks electronic documents is the essence behind Document Management Systems.
Some of the key features in Document Management Systems (DMS) are detailed hereunder as follows:
- Check-in/check-out and lock: The main function is to coordinate the simultaneous editing on a document, this is to prevent overlapping that one person’s changes do not affect another.
- Version control: This will allow tabs to be kept on how the current document evolved, and how it is different from the previous versions.
- Roll back: This feature activates a previous version, that is in cases where there is an error or has been released prematurely.
- Audit protocol: This permits document reconstruction of anything that turns sour during the entire life in the system.
Comparing the conventional system to a Document Management System, the later would be a clear choice one hundred times over. Though an organization will need to set-up a top of the line computer system, the benefits far outweighs the cost spent in dollars.
At the end of the day, what matters most is the convenience that Document Management System (DMS) offers offices and business entities.