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Article Directory :: Computers & Technology Articles
Now that we are well and truly in the digital age, should we still be keeping all of our copies of paper documents, or should we now be utilising an efficient method of digital document storage? - enter document management systems. These systems go a long way to addressing the many problematic issues of physically storing paper documents.
What Exactly Is Document Management?
A Document Management System encompasses a range of document services, these typically include:
* Converting paper documents to electronic copies through a scan system, this can be facilitated by either ad-hoc scan or automated bulk scan.
* As a document is scanned it is assigned a unique identifier allowing you to easily track this document.
* This gives you the ability to search and quickly retrieve documents, acting as a database.
Effectively, a Document Management System allows the user to store, track and retrieve electronic copies of paper documents. You will also be able to distribute documents; this is especially useful if you have a number of different offices. With an internet connection users can access documents from anywhere in the world, speeding up work processes to ensure maximum efficiency.
Efficient and Economical!
One of the other hugely important facts about document sharing and distribution is that it will reduce the vast amount of paper usage. This of course means a welcome reduction in wasted paper, making it a very 'green' solution. Print costs will be slashed and the system's other huge advantage is that it will also eliminate the need for individual staff to distribute documents themselves. This automation ensures that user input errors are reduced, importantly resulting in accurate and correct information for all.
An Interesting Legal Perspective
Interestingly, there's an effort in legal quarters in both the UK and US for legislation that requires documents and files to be stored digitally as opposed to the traditional paper storage and in many business sectors, these rules and regulations already appear to be in place. For instance, many medical facilities are now being required to store digital copies of their files in addition to traditional paper copies. It's early days yet, but are these the first stages of an eventual transition to paperless storage in the near future?
Secure Storage
A document management system is more secure - fact! Storing digital documents and sharing them is without doubt an infinitely more efficient system and at the same time, keeps your valuable, irreplaceable information protected.
Summary
So to summarise, Document Management is an all-encompassing software and hardware suite that converts paper documents into electronic versions. You can then easily search, track and retrieve these documents via a user-friendly document database. And they are more secure, more efficient and great for the economy.
Now that all sounds pretty good to me!
The author is based in London, England and works in the new media industry. He has successfully used DMCplc for various printing and copying equipment including: colour copiers and eCopy software.
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