Document refers to a recorded information or object that can be treated as a unit. And a software controlling and organizing these document in an organization is called Document Management also referred to as Document Management System(DMS). The usage of computer system and software for storing, managing and tracking electronic documents and images of information on paper captured through document scanner is termed as Document Management. In the layman words, it is technological means of storing documents. These stored documents helps to make the managing and retrieving of the files easier. These systems are often customized to cater to the needs of the organization.
In this growing world, where all business has to grow at a fast pace, document management helps the business in the long run. It facilitates better accessibility of information. Now-a-days business organization is using document management software in order to be more organized, which helps them to increase efficiency and become increasingly managed.
Document management is helping in the betterment of business process in many ways. Below are few of them.
1.Cloud Computing: Cloud Computing refers to the type of computing, which relies on sharing computing resource rather than having local servers or personal devices to handle applications. To be more simplified, it means storing and accessing data and programs, over internet, rather than on hard drives. Cloud Computing also referred to as ‘The Cloud’ is literally everywhere. It is the most optimum method of document management as it has high computing power, is cheaper, results in better performance, scalability, has ease of accessibility and ease of availability.
It provides the users and enterprises to store and process their data in third party data center. Firms can store, share, edit and access all their documents using real-time cloud tools, hence they don’t need to worry about the storage capacity of their premises.
2.Mobile device integration: Everything is going mobile these days and the world of document management system is no different. It help the users to eliminate the need to be restricted to one physical location. With mobile devices having an upward surge for business documentation, more amount of data are being stored, transferred and even edited with them. The main agenda is to work from anywhere and everywhere. This has also given a way to work from home environment, thus increasing the efficiency of the personnel. It saves time, enhances productivity, eases researches, helps better streamlining of business and makes it easy for the personnel to handle things at their own convenience.
3.Publications and DMS: Now-a-days documents are interconnected with existing publishing standards and publications. Therefore, reliable and customized services are provided so it meets every organization’s need and the dominions they use. Moreover the services includes document scanning, indexing, imaging and document tracking solutions for all type of businesses.
4.Focus on security: Security is definitely going to be the buzz word in DMS in the coming years. With the amount of data being handled by organizations only set to amplify, Document Management Systems security will going to be amongst the most precious assets a firm can possess.
5.Workflow Tool Integration: Document management helps to facilitate workflow integration. It helps to create paperless work environment. It results in reduction of errors and litigations. It helps to improve capacity which in turn accelerate future growth. It enhances compliance. It facilitates high level of transparency and information sharing throughout the organization. It also helps to keep a check on the cost of tracking, retrieving managing paper documents.
6.Cost Effective: The traditional way of managing documents was costly and straining job but with the different modern ways of document management has made it cheaper and hassle free. The cost of storage, scanning hardware and integration solutions can be cut down using document management. So, the company financial resources can be exhausted for some other fruitful usage.
Document management is becoming more and more popular, as it benefits the company in the long run. So, to sum up it provides easy storage, vision, indexing and easy retrieving of data. Also being cost effective and easy to use, the future perspectives in DMS — Document Management Software remains bright and is on an upward rise.