2022 Guide to Digital Document Management
You’ve heard the arguments for digital transformation before. Lately though — amid the necessity of work-from-home teams, greater emphasis on customer experience, and the need to maintain business continuity in a world turned on its head — the buzz about going digital has been turned up — way up.
What Is a Document Management System?
A document management system should be part of a holistic information management strategy, and it’s essential to a successful digital transformation. It delivers measurable cost savings, efficiency gains, and service delivery improvements for government agencies and private businesses.
The software includes features critical to helping organizations survive and thrive in a post-COVID-19 reality.
It is the goal to reduce and eventually eliminate the use of procedures that use paper and paper products, which delay service and operations.
How Digital Document Management Works
A document management system not only converts paper documents to digital, ones but also automates paper-based processes. Here’s how:
Cloud or On-premises
Document management systems are either hosted on-premises or cloud-based. On-premises software requires you to install licenses on employee computers and your network. You’re also entirely responsible for maintaining current versions, and some software providers may charge additional fees for updates.
Besides buying the software, you’ll need hardware for storage and processing, and you will pay to power the hardware. It is also your responsibility to provide additional security when required to ensure compliance.
Cloud systems, on the other hand, are installed and maintained by the system’s vendor.
You won’t incur hardware or maintenance costs. There are also built-in security safeguards for compliance. You pay a monthly fee for service and can easily scale up or down as needed.
Document Capture
Sophisticated document management systems capture and save documents from any source paper, email, CRM applications, or reports, so the document can be indexed for easy searching later.
Indexing classifies documents by adding terms to their metadata, such as tags, order numbers, or customer information.
Workflow and Process Optimization
A document management system also enables automated workflows and processes.
For example, invoices can be automatically routed to an accounts payable system. If the system detects a problem, it can send a notification. Otherwise, the invoice is paid instantly.
Integrating your document management system with your enterprise resource planning (ERP) system is another efficient way to automate workflows.
When an order originates in your ERP, it can trigger a workflow in your document management system. This workflow will take the order through an approval process and to fulfillment automatically.
Document Capture
Sophisticated document management systems capture and save documents from any source paper, email, CRM applications, or reports so the document can be indexed for easy searching later. Indexing classifies documents by adding terms to their metadata, such as tags, order numbers, or customer information.
For Scanning and Digitization visit our website TechNEOS Solutions or contact us at +91 8866388135.
