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How Electronic Document Management System Works for the Legal Industry

How Electronic Document Management System Works for the Legal Industry | Effective Document Management | Scoop.it
File cabinets, printed documents, and faxes are so yesterday. These days, businesses are managing their employee and client communication with electronic document management systems (EDM) that reduce paper costs, enhance organization and increase productivity. 

Save Time and Money with EDM:

 Legal professionals accumulate massive volumes of evidence, affidavits, court documents and much more while preparing to handle just one single case. In the last several years, many law firms have opted for electronic document management as a strategic move in order to eliminate lost or misplaced documents and to effectively communicate with all parties involved in case execution. Other benefits that law firms have gained by choosing an EDM system: 

-Electronic document management systems allow attorneys and their staff to digitize, manage and gain access to critical data at a moments notice. 

-Law firms can manage simple documents such as emails or incoming faxes too much heavier files including videos and images easier than ever before which accelerates the case preparation processes. 

-Documents can be accessed by multiple users at the same time. 

-Most EDM systems will integrates with commonly used programs such as Microsoft Office. 

-Flexible and customizable folder configuration. Audit trail and tracking. 

-Enhanced search tools. 

Security Guarantee:

In order to protect client and case confidentiality and maintain regulatory compliance, legal teams need sufficient document security. This is another reason so many law firms have opted for EDM because the software provides an advanced security infrastructure which guarantees safety of all data and administrator granted access permissions. 

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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Benefits of Using a Document Management System

Benefits of Using a Document Management System | Effective Document Management | Scoop.it

Have you ever felt overwhelmed by the sheer number of paper and electronic documents you had to handle at work? Well, most of us have, at some point! Now you no longer need to put up with that feeling nor with the ordeal of managing office files, thanks to electronic Document Management Systems. 


What is a document management system? 


A document management system is a solution that allows you to create, scan, store, retrieve, edit, share, email, fax and print your documents and do much more with them. It enables you to manage both electronic documents and scanned paper documents from a single location. Depending on the particular solution you decide to use, you can do any or all of these. 


Benefits of using document management software 


Any business decision that is likely to impact the workflow in an office and the employees' response to it, demands careful thought before it is made. Managing office files digitally is an example of such a decision. Let us look at the benefits of choosing to manage office documents digitally: 


Save time: 


Offices run on the rails of information. If the data you have at your disposal is not organized systematically, you time is wasted. When you manage your files electronically, you can organize them by folders, tags and document types, depending on the software you use. A typical solution would have quick and advanced search features to help you locate files faster. 


Improve efficiency: 


Multiple users can access the document management software simultaneously, resulting in work getting done faster. If the solution has the built-in capability to work with a scanner, you can easily convert paper documents into digital files and even email them to your clients, thereby portraying you as an efficient firm to do business with. 


Save costs: 


If the system you choose is a desktop application, you generally have to buy it just once and use it forever. You can, of course, buy additional licenses as you need them. Vendors often provide free support and upgrades in the first year of purchase, making it very cost-effective overall. 


Disaster recovery: 


Such desktop applications usually allow you to back up your documents to a secondary location which could be another computer on your network or even an online location; so you don't lose your data in case of any disaster. Quickly retrieve all the backed up documents! 

DocControl's insight:
DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Electronic Document Management System: Features to Look For

Electronic Document Management System: Features to Look For | Effective Document Management | Scoop.it
Face it. Not every electronic document management system or EDMS is made equal. There are some which are better compared to the others. One reason for this is because they are better equipped with various features which are more sophisticated and helpful. This then helps you make the most of the potential benefits offered by the EDMS. 

There is no doubt that the EDMS is one of the most useful tools nowadays for business. In fact, a number of business executives are investing in this system because they are well aware of the various benefits this system can bring not only to the day to day operations of their business, but also in their sales and profits in the long run. 

But in order to enjoy these benefits, an electronic document management system must be fully equipped with the right features. So if you are planning to purchase an EDMS for your business, here are some of the features which you should be on the lookout for. 

Features of a good electronic document management system 

Repository of documents 

 For one, a strong EDMS should have a large storage capacity. This is mainly because storage is actually one of the basic purposes for buying an EDMS and installing it in your office. The EDMS will serve as your electronic file case where you will keep electronic copies of all the documents, files and communications of the company. At the same time, the system will also act as the repository of all the important company information and data. 

This way, any employee who needs access to certain documents even from other departments or offices will be able to download or view the information at any time he or she needs it. This will pave the way for faster and easier sharing and retrieval of documents which can then result in better productivity for your staff. 

 Security features 

Since all the company information will be stored in the electronic document management system, the latter has to be fully equipped with the best security features. This way, classified company data will not be leaked to third parties. An EDMS must have good encryption and passwords among other security measures. 

The security features should also provide provisions for which to control the flow of information without the company itself. For instance, if certain information could not be disclosed to certain employees, then the EDMS must have features to make this possible. 

Integration 

 Since the electronic document management system is not the only product of information technology that you are using, it should have the features that will integrate it with other IT or software solutions. 

You must keep in mind that your goal here is to unite the operations of the company. That means even the software, tools and equipment you are using in the daily operations of the company must also be in sync. Otherwise, your staff may just get lost in the operation. Instead of achieving convenience and faster results in the production process, the EDMS may just end up causing confusion and chaos. 



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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Document Management Systems - How They Help Your Bottom Line

Document Management Systems - How They Help Your Bottom Line | Effective Document Management | Scoop.it
The mantra for businesses in today's rough economic climate is "Cut costs, eliminate waste, operate more efficiently." The objectives are clear, but the strategies aren't always so obvious. One affordable solution that delivers immediate results is a document management system with document scanning. 

With a document management - or "paperless" -- system, all paper files are digitally scanned and converted into digital images that are then centrally stored on a secure web-based repository. Files can be retrieved easily in seconds from any computer 24 x 7, distributed internally, emailed to clients or vendors, and kept current at all times. Document management software can be integrated seamlessly into your existing operating system and line-of-business software so all your business-critical files are accessible from within the application with a single keystroke. 

If overhauling your current paper-based system sounds like a daunting undertaking, think again. A document management system is surprisingly affordable, can be implemented with virtually no disruption to your day-to-day business operations, and is easy for personnel to learn and understand with a brief training session. Best of all, there is no capital outlay necessary. And you can expect to realize your return on investment in 3 to 6 months. Your company will run more efficiently - and more profitably with: 

-Reduced Operating Costs
-More Efficient Use of Personnel 
-Better Customer Service 
-Improved Collections and Cash Flow 


Utilizing a document management service not only improves your profitability, but it also gives you an important competitive edge. You can respond faster to customer enquiries; quickly pull together mission critical documents; and your pared-down operating costs allow you to price your goods and services more attractively. 

A full-service document management company will set up a system that best meets your needs - depending on the size of your company, and where the needs are greatest. If you are a small or mid-sized company, a system can be implemented quickly and easily to streamline your paper-intensive business processes. If you are a large company, you might start by focusing on departments that are especially labor- or paper-intensive, such as accounts payable, human resources, or proof-of-delivery. 

There's never been a better time or more compelling reasons to implement a document management system. You will be able to serve your current customers more efficiently, reduce your operating costs and improve your bottom-line. 

DocControl's insight:
DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Will You Have To Employ More Staff For Using a Digital Document Management System?

Will You Have To Employ More Staff For Using a Digital Document Management System? | Effective Document Management | Scoop.it

Quite a lot of the time, the things that we buy and use to make life easier can end up making them harder and the things we buy to save us money can end up costing us more than we thought. In times like the ones we currently face, it's a fair question to ask about details since, at the end of the day, you are wanting to make life easier for your company and you are wanting, and probably, needing to save money, and if not, there's no harm whatsoever in saving some hard earned cash. 


So it's an increasingly valid question to ask about whether you'd need to hire any more staff to use or train people in the use of a digital document management system. It might not even have crossed a lot of people's minds at such a tight time that going digital with your document management can actually end up saving considerable money, but that would all be wasted if you had to employ someone just to operate it. 


Happily the answer will almost always be, no, you don't need to hire further staff to operate a digital document management system. In a lot of cases you wouldn't even need to pay for training to teach your staff how to use the systems and software as, for the most part depending on the system you end up using, they are made to be as easy to use as possible. The very comparison that comes to mind when considering the ease of use of a system like this would be to think about what office's across the world are already using and to offer a computer based equivalent of that. For the most part, people still use cupboards and cabinets to keep their documents in and the laborious process of having to search through them to find certain documents is the one part to extract from this equation. So the majority of document management systems are made to be as easy to use as possible whilst completely removing the downsides. 


Rather than having to get up from their desk, search through thousands of files to find one or two that they require, staff can simply type into their computer reference numbers or client names and the relevant files should be there. This is organisation at its best since there's no chance of a file getting misplaced or lost, as they are indexed with the important of aspects of the file itself. To be able to use currently paper based documents in a digital system, you'll probably need to send them off for document scanning, which is usually a service provided by the company who can also supply the document management software. Once the files are scanned, they are then individually indexed with relevant data in order to make them easily searchable once they are on your own systems. The files can also be OCR scanned if you wish which would make the entire document searchable by text which makes finding important information even easier.

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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Organizational Benefits of Electronic Document Management Systems

Organizational Benefits of Electronic Document Management Systems | Effective Document Management | Scoop.it

Document storage is one of the things that large organizations all have in common, which is why they use document management systems to deal with everything. In the old days, managing an organization's documents had to be done manually. From the indexing to the storage and up until retrieval, everything was done in manual fashion. 


Times have changed and technology has marched forward. There is a new method of storing and consolidating an organization's documents. This method is more electronic than manual. Anyone who has an iota of how efficient things become when a computer is added to the equation, will have an idea of the potential benefits that electronic document management systems (EDMS) can bring to the table. 


Below are some of the benefits that organizations can receive from an EDMS. Organizational Benefit #1: Less space for papers 


Space is something both the big players and the little people can appreciate. Whether it be during times of economic prosperity or moments of great depression, commercial space is very important. The problem with a large organization is that it has a lot of things that it needs to lock somewhere safe in order to use later on in the future. 


Documents can just keep piling up on top of one another. The costs incurred by large columns and rows of filing cabinets to an organization can be tremendous. Think about all the money spent on the paper and the cabinets that store them. After that, think about the amount of commercial space used to store these cabinets and documents; space that could have been used for more employees or other important pieces of equipment. 


Electronic document management systems remove the physical issues of managing documents from the equation. Granted, the hardware used in storing the documents digitally does take up space; but when compared to gargantuan filing cabinets, the amount of space that computer hardware takes is miniscule. 


Operational Benefit# 2: Savings on time and money 


All the documents of an organization are centralized through the EDMS. This makes it easier to locate, retrieve, edit, and store any of these documents. Manual retrieval used to take up so much time and could cost an organization in terms of labor hours spent doing searches. Never again will situations like these happen with a proper EDMS set in place. 


An EDMS also means that organizations will be able to comply with regulations more easily given the increased efficiency in improving the movement of documents. The amount of security control, indexing, archiving and audit trails makes it easier for organizations to comply with regulatory measures. 


Lost documents can be a pain, especially if it's vital to the operations of an organization. Those that use an EDMS will never suffer from this problem as the documents are securely stored in a computer. Gone are the days when lost documents can be blamed on human error or flaws. The electronic document management systems of today are so secure that losing documents is nigh on impossible. 

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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Your Document Management System Can Be Environmentally Friendly

Your Document Management System Can Be Environmentally Friendly | Effective Document Management | Scoop.it
Organizations face many tough choices in today's business world. The struggle to keep up with new advances in technology and reduce carbon emissions is difficult. There is always pressure to cut costs and increase productivity. The positive news is that your document management system can be environmentally friendly whilst still being cost effective. 

Whether you believe that global warming is an issue for the planet or not, it's everyone's responsibility to do all they can to minimize the impact their business has on the environment. Typical offices waste a lot of paper and power needlessly. This can easily be rectified by making some smart business decisions. 

The First Step - Standardization 

The first change should be to implement an intelligent document management system that can eliminate the need for waste, save money, reduce power usage and increase productivity. If such a system is put in place, your current method of filing would change completely. Standardize the way that all files are labeled and that will avoid unnecessary duplication. Once individual documents are finished with, they can be added to the appropriate file. 

Reduce Paper Usage 

Because millions of documents are in different formats, they can be actioned without first converting them to paper. This immediately reduces the need for such vast quantities of paper to be used. A recent study calculated the additional costs associated with a single sheet of office paper, discovered that you have to multiply it by a factor of 30. This means that a $5 ream of paper would cost around $150. The average office worker uses around 10,000 sheets a year. One company calculated that if each of their workers saved one sheet of paper a week, they would save $700,000 per year. 

If people start becoming smarter about their paper usage, the savings would be incalculable just for the paper alone. This means such signs as "think before you print" and "recycle that waste paper" should start appearing all over the office. Documents can be edited electronically and saved on a CD or DVD for filing instead of printing because the files now have the ability to contain all formats. Paper won't ever disappear completely, but a heavy reduction is vital. 

Save money and boost productivity 

All staff will have access to the same filing system software and can instantly locate relevant files and documents at any time. This reduces filing and retrieval times and so decreases your overall costs while increasing productivity. 

The Impact on the Environment 

If you stop to consider the ramifications of utilizing a more efficient document management system on other associated industries, it makes no sense to stick to the old methods. The paper industry uses vast amounts of pulp, energy and water and pump out tons of greenhouse gases. If the need for paper decreases dramatically, thousands of trees can be saved, more water can be conserved and less energy will be needed. If the number of trees being cut down is reduced, the result will be cleaner air and a healthier environment. 

The Big Picture 

It's also vital to think of the bigger picture in terms of the next generation. You may not live to see the long-term effects of these necessary changes, but your children will. Should they have to live on a sick planet because their parents and grandparents badly damaged the environment through carelessness? 

It doesn't matter if you're a small business owner or the CEO of the largest corporation. If you have filing to do, remember that your document management system can be environmentally friendly while being cost effective. 


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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Document Management System Planning - How to Go Paperless the Smart Way

Document Management System Planning - How to Go Paperless the Smart Way | Effective Document Management | Scoop.it
Document Management is a popular term around the business office. Oftentimes this term and Electronic Document Management System are used interchangeably, as if they both represented the same method of storing and retrieving documents. The truth is they don't. 

Both have to do with managing your business documents; however, only an Electronic Document Management System (EDMS) is capable of monitoring and managing your documents throughout their lifecycle. There is a huge difference between the two. 

An Electronic Document Management System (EDMS) is a complete and integrated system of software, hardware and defined processes that manage the creation, capture, storage, retrieval, distribution and retention schedule of documents in a centralized repository. 

This is considerably different than simple Document Management (DM), which may have a couple of EDMS components in an application environment, but rarely integrates the hardware and methods used in the overall document management process. 

The centralized repository of the EDMS includes a server, or you could use a third-party vendor that offers storage over the Internet. Whatever the method, all documents are stored in a centralized repository. The most common misconception between the two is misunderstanding the processes involved. EDMS involves the whole document lifecycle at your business including, but not limited to capture, indexing, access, retrieval, work flow, distribution, storage and retention schedules. 

Too often, a simple system involving Document Management on a centralized server is considered to be an EDMS. Only if that centralized server is capable of managing documents from the point of creation through the document's entire lifecycle could it be considered as such. 

The fact is that the vast majority of so-called "Document Management" software applications fall far short of a true Electronic Documentation Management System (EDMS). Sometimes hardware equipment (i.e., copiers, scanners and multifunction printers, aka MFPs), that claim to have an EDMS built into them may be mistakenly construed to be an EDMS. Copy machines oftentimes have methods for storing and retrieving documents and could have a role within an EDMS, but rarely does a copy machine have the capability to serve as a centralized document repository for your entire organization. 

Key to understanding an EDMS involves comprehending what a DM is not. EDMS involves all aspects of capture, indexing, access, retrieval, work flow, distribution, storage and retention, whether it is into a centralized repository, Web site or a combination of both. 

 Document management oftentimes only describes where the storage and retrieval of an organization's documents are. Keep in mind that an EDMS is capable of monitoring and maintaining documentation in its native file formats including MS Office files, audio files, video files and a host of other file formats. 

An Electronic Document Management System is capable of performing numerous tasks including: 

Authentication - An EDMS provides methods for confirming the authenticity of a particular user logging onto the system to access documents in the company's repository. o Capture - The EDMS can capture documents electronically through scanning or by pushing digital files into one or multiple repositories simultaneously in their native file format(s). 

Indexing - The EDMS can be manually configured to complete a task known as "indexing" so one or many documents are categorized and pushed into the correct location in a repository. 

Workflow - At most businesses, certain documents pass through several locations before the files are approved. The EDMS can establish and manage the rules of document routing and provide a roadmap of where a document is in the workflow process. 

Retrieval - How documents are retrieved and by who are important considerations when using an EDMS. HIPPA compliance and Sarbanes Oxley requirements can impact what documents need to be stored into and retrieved out of the repository. 

Storage (archiving) - An EDMS also has one or multiple repositories where the documents are stored in-house on a centralized server (whether it be a storage server or Web server) or offsite using a third-party service provider. 

Disaster recovery - The EDMS serves as the primary method for recovering documents in the event of a disaster at the workplace. With all these capabilities contained within the EDMS, it becomes easy to understand how often a simple Document Management system fails to function as an Electronic Document Management System (EDMS). 
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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Finding a Document Management System That Fits Your Work Environment

Finding a Document Management System That Fits Your Work Environment | Effective Document Management | Scoop.it
No two document management systems should be the exact same, since no two businesses are exactly the same. There may be common trends or features for systems developed for companies in particular industries, but every business must personalize their system so it operates at maximum efficiency with their office. This may mean taking the system designed for general use and collaborating with a professional to personalize the system to your work environment. Following are some things to keep in mind as you go into the process of developing your personalized document management system. 

Who Will Be Using the System? 

First, consider the employees who may be using your document management system on a daily basis. In many cases, this will be everyone in your business, but that is not always the case. You want to make sure that your system is easy to use for everyone involved. If it is too difficult to figure out, then you will constantly be overrun with questions and technical problems. Things will run more efficiently if everyone can easily catch onto the system and learn to use it independently in a short period of training time. 

What Type of Information or Documents Will the System Organize?

You also have to consider what you will be storing in your system. What types of files? What types of information? What documents? This may be clear cut for your business, or it could be a long list of random files and varieties of information. Once you determine what type of information and which documents will be housed in the system, you can tailor the system to those file types. This is part of why every document management system is different. Different businesses have different needs from their system. 

Where Will Data Be Collected From? 

Think about the sources for your data in the future. Ideally, you will set the system up so that information is electronically transferred into the system. This prevents the need to constantly scan paper documents into the system before it can be permanently stored away. You will do plenty of scanning in the beginning, but the future goal should be to eliminate that time-consuming and wasteful step. 

How Will Information Be Shared Through the System? 

Will you have employees passing files back and forth for collaborative efforts? Will you need to pull up and add to customer or patient files as they come in for appointments, make payments, or book jobs with you? Think about the ways in which people will be using the system and how they may need to share documents electronically. 

What Is the Long Term Goal? 

In most cases, the goal is to set up a document management system that can make the workplace completely paper-free. A digital office runs more efficiently and leaves more space for people. You get rid of all the clutter that comes with paper documents and allow coworkers to share documents and collaborate on projects much more efficiently. 

There may be other goals specific to your business as well. It is important to get these goals down on paper and allow them to guide the development of your personalized document management system. If you are working with professionals to establish a well functioning system, make sure to share your goals so they know exactly what you need from your system. 
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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Setting Up Your Document Management System

Setting Up Your Document Management System | Effective Document Management | Scoop.it
A document management system is essential if you want to turn toward a paper-free work environment. While it takes a bit of an investment upfront, the system will save your business a lot of money in the long run. It will also save everyone in your office a lot of aggravation, since that is what often comes from filing cabinets stuffed with documents and files. A digital management system can eventually do away with the paper and overstuffed filing cabinets to create a well-organized, aggravation-free work zone.

If you are just starting out with your document management system or are not sure how to go about setting up a system, consider these basic tips. 

Future Storage Needs 

One of the main points in establishing a document management system is being able to store massive amounts of documents without having them physically sitting around the office. This means your system has to accommodate the number of documents that you have on hand right now, but it also has to adjust with time to accommodate more and more documents. 

Rarely does the demand for storage space in a document management system decrease with time. Most healthy businesses will have more need for storage space with time, even if it is sorted and cleansed on a routine basis. Make sure your system has the ability to grow and accommodate the future storage load. 

This ensures your system is long-lasting. 

Search Capability 

Since you will be storing a large amount of documents and information in your system, you must be able to easily search through that information to find what you need at any given moment. Once filed away in the system, all documents and sources of information must easily be pulled back out for reference, meetings, appointments with clients, and other purposes in the daily work environment. 

In-House vs. Off-Site Hosting 

Depending on the amount of storage that you will need in the upcoming years and the sensitivity of the contents of your documents, you will have to determine whether to host your own document managing system or to purchase space through an off-site host. Most businesses go with the off-site hosting, but that may not be the best choice for your business. If you are unsure of this decision, talk it over with a professional providing document management services.

Moving Documents Will Take Time 

Accept right from the beginning that it is going to take some time moving all of your documents from paper form into digital form. If you have a ton of paperwork already in your office, you will have to be patient when it comes to moving everything over to the new system. The more employees you can devote to the task full-time, the faster the transition can be made. 

You can immediately switch to the digital collection of data and forms for the future, but there really is no way around the physical demand of moving all paper documents into digital form. If you can scale down the number of documents that need to be moved, then you may be able to reduce the time taken to completely merge into the new system. 

Remember, once you have fully integrated into the new system you will free up a lot of time. The initial time investment is well worth the effort in the long run.


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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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How a Document Management System Can Help

How a Document Management System Can Help | Effective Document Management | Scoop.it

The storage of electronic documents and the ability to track or receive their changes, progress and location is known a Document Management System. A document management system is essential for any business or organization that requires a high level of documentations and "paper trails" to ensure quick retrieval of any important documents. If your desk is buried under a pile of paper, you need a document management system that will ensure the security of your data while offering a comprehensive, searchable archive. 


A document management system, or DMS, should integrate seamlessly with other computer authoring tools such as Microsoft Office applications and Adobe publishing systems, as well as other regularly used desktop publishing software. A good DMS will allow the documents to be edited and viewed in their native applications as well as be stored and scanned with a meta data and indexing to create easily searchable content. 


Users can tag documents to allow for a quick search and retrieval in a document management system. Electronic forms can be captured in a format that has the ability to be displayed in multiple applications, allowing any user with any document viewing software the ability to open, view and edit. Furthermore, DMS provides security and access permission, so private documents stay private and only authorized users have the ability to open them. A good DMS will track any changes to the document and show the users a list of changes over the life of the document, complete with indexing and annotations, as well as a list of users who have edited the file. Tracking the change log will help you manage the life cycle of your documents quickly and easily. 


Furthermore, document management systems are also available for emails. Email can be archived and indexed, allowing users to perform a complex search of past emails to find pertinent information. 


Document Management Systems are used in many types of businesses, including those that have a need for legal documentation. DMS is able to archive and save documents that adhere to international standards and can be retrieved for online use. This ensures that legal documents can be securely opened and printed by the intended recipient through online means, without having to send a physical copy. 


A DMS will make sure the entire life cycle of a document is tracked. You can even make sure a document is properly destroyed or deleted, as per your document retention policy. In the event of a disaster, documents can be recovered if you have implemented an offsite storage plan. 


Virtually every business will have a need for a DMS, from accounting and medical to manufacturing and human resources. Reducing document storage costs and improve archiving and retrieval while safeguarding access to electronic documents is a smart way to ensure your files stay private and safe. 

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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Bridge the Generation Gap With the Perfect Document Management System

Bridge the Generation Gap With the Perfect Document Management System | Effective Document Management | Scoop.it
Some people have lots of different jobs throughout their working lives. Others stay with the same company for many years. The long-term people see a wide variety of technological changes. Sadly, some find it hard to keep up. To maintain longevity, companies need to find a way to bridge the generation gap, technologically speaking. And the right document management system can help them do that. 

In a large company, especially, there are often staff members ranging in age anywhere from 18 to 65 years of age, or older. If you stop to consider what type filing systems older people may have begun using when they began working or joined the business, you can easily understand why it may be difficult for them to manage a newer, computer-based system. 

On the other hand, you have the younger people in their late teens and twenties who have literally grown up attached to a cell phone and a laptop. They probably don't like the older, more tedious style of document filing, so you could even have a higher rate of turnover than you would like to see for this very reason. 

No matter the age, people thing differently about how documents should be filed. Then it's a matter if those files can be retrieved later by any employee in the company! 

The future of any company depends, in part at least, on how well it changes with the times and how well it handles new technological changes. The younger staff members of today will be tomorrow's CEOs. The only logical choice to help bridge this technological generation gap, in both age and ability, is to introduce a system that is easy to learn, easy to use, and quickly standardized throughout the company. 

That means every single member of the team, from the youngest new start, to the most senior CEO or company director, will work together as a team to initiate the change in document management all at one time. 

An indexing system that's designed to allow you, as a company, to select the criteria for labeling your files is vital. However, merely using an alphabetical or numerical system is too confusing, simply because everyone thinks differently. 

You must be able to choose your company's own style and designate that to be the official way to label and file your business documentation. Then everyone can work together, easily add more documents to existing files without running out of room, have the ability to locate files simply by checking a computer or hard copy index, and be able to clear their desks at the end of the day. 

Using an indexing system to maintain your corporate documents offers greater efficiency for your staff because it reduces the amount of time needed to file individual documents, as well as the time required to create new files and retrieve documents or files at a future date. This type system will save thousands of dollars and free up a lot more time for staff to focus on the more important aspects of their jobs. And better productivity typically ensures greater employee longevity for the company-meaning less turnover. 

Technology can certainly replace some functions that were previously only carried out manually. However, technology shouldn't stand in anyone's way when it comes to work. More people are working to an older age due to the different economic climate in which we live today. Some of the more senior employees have a wealth of experience and are actually the mainstays of the company. It would be sad to see those same valuable employees feeling forced to retire simply because they couldn't cope with new document management software or a system that was far too complicated for them to understand. 

If you take the wealth of experience of those senior employees, and add that to the drive, enthusiasm and familiarity with new technologies afforded your younger team members, you have a powerful team. Add a document indexing system they can all understand will almost guarantee your company can stay strong and have that vital edge over its competitors-in this one area, at least. 

How often have you, or one of your staff members, faced the issue of being unable to locate a specific document? Good record management is vital for any organization. Every department can be affected by how well documents are managed. That includes sales, customer service, maintenance, repair, dispatch, inventory management, accounting, and more. 

Locating the information you need quickly to provide answers to your clients and customers, as well as to company employees who are handling various issues such as billing or customer care, can result in a happy ending when documents are managed properly. And a document indexing system is the best way to do that. So bridge the generation gap in your company by selecting a computerized file indexing system to manage your documents and paperwork. You'll be able to offer better service to your customers, improve the productivity of your staff, and increase employee morale and longevity. That's a win-win situation all around. 
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Safe Practices to a Document Management System

Safe Practices to a Document Management System | Effective Document Management | Scoop.it
Information technology (IT) gave birth to paper-less organizations. What was formerly a lump of papers to be signed have now become electronic documents to approve tickets or validate transactions. Bulky binders have been supplanted by down-loadable books freeing ample of work space or room. But regardless of how accessible and convenient it has turned, businesses still must realize the worth of handling this digital data. If perhaps left unprotected, business transactions become vulnerable to errors and can even create a risk to security. 

Document management is essential for businesses that aim to optimize the value of electronic digital data. To attempt this, a Document Management System is created as being an electronic solution. The system is capable of doing document scanning, storing and retention, retrieval, revising tracing, and securely sharing the data it has. These capabilities are crucial for the system for being deemed efficient. 

To determine the efficiency of the document management system, the subsequent variables must be looked at 

1. Centralization Information inside the Document Management System should be centralized and incorporated. Recovery of data or documents must be controlled and simultaneously adaptive for users. This means that scanned documents may be retrieved by group or by keywords. 

2. Security The data controlled with the Document Management System is fundamental for the organization. This is critical that the system has an even better security and that is accomplished through administrative access and recovery of documents. Because of information importance, accessibility is handled as per the liability of the operator and transactions want a correct login information. The system should also have a solid disaster retrieval system to protect the documents from physical wear down. 

3. Pricing It's realistic to minimize expenditures, specifically on data storing and maintenance, to enrich the earnings of your business or the organization. 

4. Work-flow Operator transactions inside the Document Management System must be made easier, but upgraded. Workflows, such as document recovery, must require a simple administration. 

5. Client satisfaction This is important that operators or clients are gratified with the performance of Document Management System. The software must not just emulate the user-friendly interface but also ensure the organization that documents and other transactions are operating correctly and adequately. 

Poor Document Management in a company might cause problems on basic safety and productivity. By knowing the "Do's and Don'ts" of Document Management System, the organization can have a better possibility for reaching its potential. The following "do's and don'ts" keep true for most business from different industries. 

1. Never complicate; do recognize essential records. Business documents are regarded as important resources of your organization. However, it is critical that this data is classified securely and document retention must be planned appropriately. 

2. Don't keep on needless files; do focus on vital docs. Businesses normally overdo the preservation of documents to the degree that even needless data has been kept. Keeping non vital records may take up space on server storage which is meant to be made for the important records. 

3. Never scan all of the documents; do categorize the importance of the file If perhaps documents aren't categorized accordingly, you will notice unnecessary documents on the system which will cause a major problem on storage space. 

4. Don't forget about the disaster recuperation strategy; do provide one for record protection. Unavoidable circumstances are bound to manifest and it is important that it is being acknowledged by the business and the organization. Files shouldn't be shed even with bodily ruin. 

The days are gone of manual document management. Within the age of information technology, every little thing is done easily and attainable. Document Management Systems have given some other perspective to organizations.
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What Makes Document Management Software HIPAA Compliant?

What Makes Document Management Software HIPAA Compliant? | Effective Document Management | Scoop.it
If you work in the healthcare industry, you’re likely very familiar with the Health Insurance Portability and Accountability Act of 1996, or HIPAA. This act was established to protect the privacy of individuals receiving healthcare, and it guides virtually every facet of information handling in the healthcare industry. 

However, healthcare professionals aren’t the only ones who must comply with HIPAA regulations. If your business handles any aspect of healthcare for individuals, such as paperwork for employee health insurance, you must ensure that your handling of that paperwork is in compliance with HIPAA.

To ensure HIPAA compliance, many companies, whether in the healthcare industry or not, turn to electronic document management software (DMS). Though this can be a vital step in ensuring compliance, it is important to note DMS alone cannot guarantee you are HIPAA compliant; there are many procedures and practices you still must follow. However, the right DMS can be an integral part of ensuring you are a HIPAA-compliant facility. 

HIPAA has provided a checklist for DMS in order for the software to be considered HIPAA compliant. The list is divided into 3 primary sections: Access Control, Physical Safeguards, and Administrative Safeguards. This article will walk you through the requirements outlined in each section to ensure you select software that meets HIPAA’s standards, bringing you one step closer to being a fully HIPAA-compliant facility.

Access Control -

The term “access control” refers to software features that help prevent unauthorized access to information. According to HIPAA, all DMS solutions must have the following security measures in place in order to be considered compliant with their regulations: 

Unique User Identification: Software must require verification of a user’s identity before allowing access to documents and information. This can be as simple as a password or PIN, or as high-tech as facial or voice recognition or fingerprint scanning. 

Automatic Logoff: Your chosen DMS should automatically log users out after a set amount of inactivity. This prevents unauthorized access to information in case a user forgets to log out of the system. 

Encryption and Decryption: Data being shared across a network of any kind—public or private—must be encrypted both in transit and at rest. Though HIPAA does not specify an exact level of encryption required, you should look for a system with at least 256-bit encryption. This gives you the highest level of security possible for your data.

Physical Safeguards - 

Data Backup and Storage: Your DMS should automatically back up all of your information to a remote location, or a Cloud system. If the facility is damaged or lost to fire or a natural disaster, your data will still be preserved. 

Facility Security Plan: The server your DMS uses should take certain measures in place to protect their data storage devices. These measures should include the following: 

Redundant power servers 
Video surveillance 
Limited access to servers 
Fire suppressant 
Disaster recovery plans

These are just a few of the systems that the server host should have in place in order to ensure that your data is physically protected as well as electronically secure.

Administrative Safeguards -

Login Monitoring: You should be able to monitor which users are accessing which documents, as well as check who made what changes to the information included. This means your DMS should include features like audit trails and file versioning. 

Access Authorization: HIPAA-compliant software should allow you to give different users different levels of access to document and information. For example, the data entry employees in the billing department shouldn’t have access to the same information that an individual’s physician has, and a business’s secretary should have more limited access than the HR manager. Access and use should be limited to the “minimum necessary”—the absolute minimum amount of access needed for an employee to complete their duties, and nothing more.

To be compliant with HIPAA’s Security Standards, your document management software must meet all of the requirements as outlined above. Additionally, in order for your clinic or business to be entirely compliant, your employees should be trained on how to properly utilize the security measures within the software, as well as proper handling of electronic private healthcare information in general. 

If your employees fail to use the above-listed features properly, you will not be in compliance with HIPAA—no matter how secure your DMS may be.
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Components of a Document Management System

Components of a Document Management System | Effective Document Management | Scoop.it

Document management or document management system (or DMS) simply refers to the process of using a computer system to track, manage, and store paper document images or electronic documents. This system has the capability of tracking the changes made to electronic documents. The changes are usually made by different users. 


Components


Since document management makes use of an entire system, it is natural to expect it to have several working components. Here are some components used in this system. 


Capture 


The capture component simply refers to the capability of a DM system to take scanned images of documents. Multiple function printers and scanners are used in order to create digital images of paper documents and store them on file. 


Other than storing images of such paper documents, the system also makes use of optical character recognition software (OCR) in order to convert the information stored in the image files into machine readable format. 


Another software application that may or may not be integrated into the software system of a DM system is called an OMR or optical mark recognition application. This software program can extract the information in forms that have check boxes and other non-standard text formatted pages. 


Storage 


The system should be able to store electronic documents electronic documents after they go through the processes utilized in the capture component. These files are not only stored but they are also made accessible by personnel. The system should also be able to facilitate the migration of the files if needed. 


Retrieval 


Retrieval in such a computer system will be a little bit more complex than just locating for a specific piece of information in a book or from an entire encyclopedia set. It's comparable to looking for a specific piece of information located somewhere in an entire library. Such a complex search will require the use of a more flexible retrieval system. Some document management systems even allow users to make use of Boolean expressions to make a more thorough search. These searches usually result into a list of documents that will match the specific conditions set by the user. 


Document Security 


Document security is a huge concern in any office or workplace. This is in fact a vital part of any DM system in use today. Some government agencies and specific laws may dictate certain standards that should be met by any system utilized to manage data and information. For instance, the Health Insurance Portability and Accountability Act specified certain security standards that should be met with regard to the use and handling of medical documents from the United States. 


Versioning 


Versioning is slightly similar to document retrieval. The big difference is that the electronic documents are checked in and checked out of the document management system and previous versions of the document minus the latest changes can be accessed. Users can then reference these documents including which version was used and they can work out the information from there. 


Understanding these components allows users to completely see the full scope of such a system. Document management in the end makes working with information gathered initially from paper documents easier and more efficient. 




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Why a City Infrastructure Needs a Document Management System

Why a City Infrastructure Needs a Document Management System | Effective Document Management | Scoop.it
Public works departments are responsible for creating and maintaining the "Bones" of our communities but they have a tough road ahead of them. When communities grow they struggle to keep up. When budgets are tight; they are generally the first to cut work to save money, yet we all hate the potholes that are left untended to. The struggle to find a happy medium between growth and budget concerns often makes it difficult to explore and implement ways to improve processes. 

Document management is critical to public works for many reasons. Considering that the longer a community grows and thrives, the more important it is to document its infrastructure then finding a way to preserve its database is critical. The physical size of publics works documents is overwhelming. So, based on size constraints alone, it would make better sense to electronically store large documents thus eliminating the need for storage areas taking up overhead. Documents are preserved can be easily managed, even if staff changes or many years pass. 

Because infrastructure can be a critical public safety factor, another less obvious, but more important reason for document management is information sharing. It only takes seconds to send a digitized image through data management systems. This is important in case of an emergency. Critical time can be saved by quickly sharing information electronically to emergency responders. The best response is a fast response when it comes to life threatening situations. Contrarily, document management also helps keep confidential documents secure. Security options are available to limit access to important documents through encryption codes and access credentials. 

Public works departments need to be able to adapt as their communities grow and change. Planned streets and water and sewer systems are made to accommodate these changes. Document management systems allow public works departments to streamline workflow. It can be used to automate processes like building permits, plan reviews, human resource forms or agenda management. 

With important tasks now easily accomplished, information sharing easily achieved and access and retrieval of documents easily managed; it's easy to see how document management is an essential investment for the future of any public works department. 
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What Businesses Should Look For in an Electronic Document Management System

What Businesses Should Look For in an Electronic Document Management System | Effective Document Management | Scoop.it
In today's business world, electronic document management is a must. It is imperative to be able access all of your business information quickly through your computer. The days of large, growing businesses having rooms and rooms of paper files is over. To be competitive, a business cannot waste time or money, storing and retrieving their paper files. 

The benefits of an Electronic Document Management System (EDMS) are countless, but it depends on the system that you purchase. If you purchase the wrong system, your employees will not use it as they should and it will not reach its full potential, and an EDMS that is not being used by everyone is a waste of money. Here is what you should look for when you are deciding which EDMS to purchase: 

1) Ease of use: The biggest complaint with most of EDMS's is that they are confusing. This is usually directly related with features. Some systems have attempted to cram so much stuff into their system that it is almost impossible to learn how to use it. Make sure that the system you purchase is capable of being learned by anyone in your office within just a few minutes, especially the most important function of finding the particular document that they are looking for. 

2) Batch Scanning Capabilities: If you are planning to scan your current paper files into the system, you don't want to have to scan 1 document at a time. If you have a scanner capable of scanning 50 pages per minute and can hold 100 pages at a time, you want to take advantage of these features, as it can save you a lot of time and money by the time the project is complete. Make sure the EDMS can scan an entire scanner full of pages at a time, and can automatically split up documents based on bar-coded document separator sheets. 

3) Audit Trail: If there is ever some kind of leak of business information, you will want to be able to track where it came from. An audit trail will log every move a user makes within the system, a must have in a business that is interested in security and controls. 

Other important functions of an EDMS: 

 · Data Backup and Recovery Utilities 
 · Permission-based Document Security 
 · Ability to create annotations on electronic images 
 · Ability to store and export both PDF and TIFF images 
 · Ability to store Microsoft Office files, and utilize version control if these documents are editable 
 · Index-based and Full-text search capabilities 
 · Enterprise-level database such as Microsoft SQL Server or Oracle. 


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The Growing Importance of Document Management Systems at the Workplace

The Growing Importance of Document Management Systems at the Workplace | Effective Document Management | Scoop.it

One of the most popular features in the business world, document management solutions help to create, store and use data. Very simply put, this system helps you organize your data and any form of written documents in a systematic manner. When a business uses a large amount of paperwork, such as those related to finance, marketing or general reports, it is always helpful to have some sort of data management system in place. 


What Is A Document Management System (DMS)? 


This is one of the most effective means of managing all kinds of documents for businesses, whether small, medium, large or even public companies. It is a set of computer programs that allows easy and central storage of electronic documents. Through a DMS, a user can easily retrieve and access documents, thereby improving speed of work. Of course, this does not mean that a DMS is unsecured - in fact with the latest technologies available, these documents can be protected so that they are accessed only by concerned personnel. Because of their flexibility, document management services are highly helpful in saving time and cost. 


 One of the most popular systems of document management is electronic imaging, whereby a user can access data with the help of internet or other web-based services. Its flexibility and ease of use also allows data to be easily printed emailed or faxed.


Along with these, there are several other distinct advantages of a DMS.


* Data management system is also preferred in organizations due to its ability to store data centrally, thus making an organization, an almost paperless office. At the same time, it eliminates the problem of duplicate documents and ensures that data is stored where it is easily retrievable. 


 * Documents stored in a central system can be searched for by various details, such as dates, names, user information and changes made. At the same time, any changes made to the files are recorded and details sent to all users of that particular document.


* A DMS comes with various features, the prime being security. Through this system, one can allow full or partial access as well as modify access details. 


* If your company uses this management system, it definitely provides an edge over competition. Using DMS allows for faster communication between a company and its customers, thus improving speed of delivery and customer experience. 


* Earlier, employees spent a considerable amount of their time arranging papers and documents. With a management system in place, all important data can be stored in order of importance and retrieved whenever required. 


* Not just for customers, a DMS also allows for faster sharing of information between employees, thus improving productivity. Because of the growing use of these systems, there are a growing number of companies providing this service. However, before you begin to use a particular service, it is important to assess the need for it. Evaluate the size of your company and consider your requirements before you purchase a customized product that is right for your company and can add value to your business. 

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All About Electronic Document Management Systems

All About Electronic Document Management Systems | Effective Document Management | Scoop.it
The electronic document management systems offer a host of information for organizations around the globe. From the primitive first use of the system, it has developed into an intelligent system where it had the capability to manage any type of file format. The applications revolve around electronic documents and tools used to collaborate the date. The system also offers security and auditing capabilities which is very beneficial for any organization. 

Everyone that is able to utilize a computer is basically using an electronic document management system. This is because it has become a routine for many of us to create information, use information and manage information electronically on a daily basis. We use computers to send email correspondence, create spreadsheets, publish web pages and manage databases. 

With most of your history being recorded in electronic format, it is necessary to develop a plan for managing electronic records. When it comes to electronic document management systems there are a few things that must be kept in mind. When searching for the best electronic document management system it is a great idea to keep in mind that you will be required to search for a document management software vendor as well. Most of the document management software vendors are resellers. The vendors that do sell direct focus more on the larger corporations. It would be wise to ensure that the vendor has knowledge of the product or products which you are seeking. 

This is the key to paperless information. It has many benefits and it saves your office or company cabinet space and office space. It offers easy access to documents that are needed immediately. There are many vendors that will be more than happy to sell your organization their products. You will have to choose the vendor that can answer your questions. Your organization will need a vendor who can support your business needs. When the vendor or reseller presents your company with a product be sure to check out the publisher of the software. It is also up to the vendors to ensure that your system is in place. This includes installation and training. The vendor or reseller may also provide to your organization front line support. The vendor will make sure that everything is in place for your company such as the day your product will be delivered. 

There are many document management software vendors for your company to choose from. The flexibility of how your company is able to communicate with the vender if needed is very important for the successful operation of your organization. It would be a great idea to find out how the vendor offers support. They may offer communication and help in one form or a few. It could be via phone, email, instant messenger, and/or online chat. Some vendors will offer discounts on their products as well as other benefits. Whichever you choose, make sure that it is the best fit for the needs of your business. 
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Governments Need an Efficient Document Management System

Governments Need an Efficient Document Management System | Effective Document Management | Scoop.it

Governments represent a large percentage of the business population. Therefore it's essential that every department functions at peak capacity or the domino effect can easily happen and massive problems will occur. Governments need an efficient document management system to help ensure that chaos doesn't happen. 


When you consider there are so many departments and different levels such as: local government, state government, federal government and international levels, that's an enormous number of files that have to be maintained on a daily basis. The only way it can be organized efficiently is if someone takes the initiative and instigates a major change. 


Ever changing rules and regulations apply to various local, state and federal government agencies. Then you have the multitude of applicable laws that apply internationally. 


There has to be an intelligent, standardized document management system that can streamline the way that files are being maintained and enable every department to work together more efficiently. The positive news is that there is such a system and it's already being used in many different companies. 


Years ago, all records were kept using basic manual systems. Filing and retrieval of documents was costly in terms of both time and money. However, that can now change because employees in all departments can use the same method for naming every file they create. 


Documents appear in a range of formats including paper, CDs, DVDs, and faxes. Files are capable of containing them all. This saves space, money and time and avoids duplication. Documents are easy to locate through the use of the filing system software. A few keystrokes and an employee can instantly see where a file is stored. The file can be retrieved or a document can be added and returned to its rightful place. 


If someone in a different department or level needs access to a file, they use the same software to locate it. People become instantly more efficient because less time is needed for filing and retrieving documents which means more time can be spent on essential tasks. 


If you add every local, state and federal department in each country together, that equals a massive number of departments and employees. Standardization of filing systems is crucial. Otherwise chaos is sure to reign. 


Imagine if a prime minister or president couldn't get their hands on documents urgently. Important decisions would have to be postponed, and that could prove to be difficult, if not dangerous at times. These key figureheads need to have the best possible support from their administrative staff, senior advisers and a reliable, modern document management system that can fulfill every requirement. 


Creating a filing system where every file is named according to a certain set of guidelines, no matter where you are or what level of government you're working in, is a vital part of keeping the governments running. Whether you're an administrative assistant in a small local government department or the Secretary of State to the president, you should be using the same type of filing system. 


Think of the amount of space taken up by physical files. If lots of documents are saved on CDs or DVDs, they take up a lot less room. If your document management software is accurate, files that are no longer active can be archived and stored off site. Records also have to be easy to retrieve which will save time. It is estimated that people waste 150 hours per year just looking for lost information. Everyone complains that the government wastes billions of dollars every year. 


Everyone moans about paying taxes. An absolute fortune would be saved in both money and man-hours through the use of a standardized document management system. Staff could spend more time on vital tasks, rather than looking for files or documents, which is both frustrating and extremely time consuming if an archaic filing system is being used. 


Governments need an efficient document management system so that all departments can work well together without wasting billions of dollars on financially unproductive aspects of the job. 

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Is a Digital Document Management System Difficult to Integrate?

Is a Digital Document Management System Difficult to Integrate? | Effective Document Management | Scoop.it
Digital document management has been around for quite a while now but it has never been more available than it has in the past 5 years or so. Thanks to continuous innovations in making digital document management as user friendly as possible, it is now possible for relatively small business with a need for better efficiency to take advantage as well as the larger corporations that have been using DDM for years. 

It's not just the complexity either, it's also the price that has come down significantly making it more available for every business that needs it. 

Digital document management is as difficult to integrate as you make it, and by that I mean that there are management systems out there that are difficult to use and are meant for staff with more of a technical background and advanced computer knowledge and there are those out there that are made for people who just want to get what they need as quickly as they can and move on to the next task, and if that's what you're after it's a matter of sourcing those systems out. 

If you're serious about improving your document flow and making things better for your business as well as the staff that are going to be using it, then it's best to see software in action first. This may involve you getting a few demonstrations along the way but in the long run this is something that will help your company immeasurably, so it's worth it. What you have to do is visualise your team of workers using the software for you to be able to judge what would be the best solution all around. There is digital document management specifically developed for those who are used to using a Windows-based computer on the very base level, making sure that every aspect of it is as easy to use as possible for those who aren't used to computers as well as those who use a computer every single day. 

Inevitably it's a system like that that you'll want but it's also easy to get suckered into seeing a simplistic piece of digital document management software that doesn't have the capabilities that you need from it, so it would be a good idea to assess what your staff do on a daily basis and what would be the best solution overall. If digital document management systems tend to do one thing well it's finding your documents as quickly as you need them to and giving you the results you need. That is the major need for the majority of companies out there that use a DDM so that would most likely be your number one target. Of course, there are a lot of electronic document management systems out there to be looked at and tried so some may have what you need and others may have what you don't. Sometimes companies that specifically deal with digital document management and document scanning will have developed their software in-house so a compromise can be made if you require something that would need to be a little more custom to your needs. 

Either way, the best things you can do is look around, assess the needs of your staff, their own capabilities with a computer environment and find the best solution you can from your research. It doesn't have to take a lot of your time, but it can reap major benefits in the end. A digital document management system won't be hard to integrate, you just need to find the right one for your company. 


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Increasing Use of the Online Document Management System

Increasing Use of the Online Document Management System | Effective Document Management | Scoop.it
Most of us here and especially those dealing with some sort of businesses-- it can be either small or others-- are aware of the fact that business organizations need to manage, arrange and share their essential electronic documents and resolve various issues connecting to finding various replicated versions of a document. The significance of electronic document administration is basically to clear-cut and any solution offered must sort those problems. Furthermore, there could be various other benefits and drivers associated with adopting electronic document management security systems and hence businesses ought to evaluate these options competitively before engaging in one. The popularity of online document management systems (DMS) is rising with each passing day. However there may still be numerous business organizations that are still in doubt about the exact benefits of a DMS. This article will help those people know more on this aspect. Go on reading people!! 

Online document management systems basically amass the scanned copies of key office files in a centralized server, giving access only to the approved users under the same working domain from various parts of the globe simply with an internet connection. Most of the contemporary, technologically -equipped electronic document management systems are based on SaaS applications, uniquely developed to administer, store or share crucial business documents without any such hazards. No wonder there are several intricate technical procedures involved around this types of a software device but in simple expression, an online Document Management System (DMS) makes the whole process of locating, sharing, viewing of various business data trouble-free besides digitally speeding up the entire work-flow, meaning more business scope for a particular business setup that uses document management system. Online document management systems are also pretty useful in order to give your business highest security. Following is list of some of the most astonishing advantages that you can expect by incorporating an online DMS in an office environment. 

Condensed storing of business files and papers- The implementation of Electronic Document Management security systems helps in dipping the use of papers by switching paper documentation stored within a particular business organization or a library into a format that is electronic. 

Better recovery time- Locating, viewing and storing business or any other paper files always kills a lot of time, meaning unnecessary wastage especially for business setups. Obtaining the stored information on a high-end security vault can be easy with the help of a DMS. Results have also shown that the SME's using the service gets to save paper, toner and printer costs to a great extent. The use of this particular system cuts down on the businesses need for printed paper documents as electronic versions of the same are available. 

More productive workforce- most of the small scale businesses have agreed to the fact that the biggest boon of using a document management systems is that it increases the overall workflow of a business organization by making it work in the most arranged manner where you need to spend least amount of time in finding, sharing or arranging all important business files and other documents 


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How an Engineering Document Management System Improves Access Through Record-Keeping

How an Engineering Document Management System Improves Access Through Record-Keeping | Effective Document Management | Scoop.it

Access to company information is a crucial aspect of the job when one works in an engineering firm. The problem is that due to the sensitivity of this information, it is sometimes hard to figure out a system where everyone who needs to can access company information easily and efficiently, but where the information can still be monitored and kept as secure as possible. With an engineering document management system, both of these things can be accomplished. The system is designed for shared document management between different departments in an engineering company, resulting in a more organized and efficient work environment. And the way in which an engineering document management system accomplishes this is through precise and detailed electronic record keeping. 


All documents within the system will have specific information available about that electronic file and how it has been changed or edited during its lifecycle. Upon clicking on a file, users of the engineering document management system will be able to tell which employee has accessed that document, and when. This ensures that each person is accountable, should an error be made, and also helps employees know who to contact should they have any queries about that document. As well, users can see extensive information on any change that has occurred within a document. They can see when the change occurred, who reviewed and approved it, and what the resulting cost of that change was. In the bigger picture this allows them to scope out patterns in order to make more large-scale decisions. 


Other information about a document that is kept on record and can be accessed through an engineering document management system is the stage a document sits at in its lifecycle. An employee can see whether a document has been reviewed, approved, or is ready to be released. Of course, an employee can also ensure that each document has been completed and sent to the appropriate customer. And since the engineering document management system was designed by engineers, it is programmed to store all the crucial information that engineers will need and be able to pull up at any time in the future regarding a client or project. 


Record-keeping is what makes accessing company information possible in any organization. Without it, both employees and management would be lost, and would have to face the unpleasant task of digging through piles upon piles of unorganized documents in order to find what they need. This is especially true in the field of engineering, as there are many different projects that need to be properly managed and controlled in order to provide a successful outcome for the client. Through the electronic record-keeping that an engineering document management system provides, engineers are not only granted access to projects, but are also provided with the means to make sure that each project is carried out as smoothly as possible. 

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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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Key Considerations to Working With a Document Management System

Key Considerations to Working With a Document Management System | Effective Document Management | Scoop.it
Purchasing a document management system 

Many of the major systems managing documents present equivalent functionalities. Though the differences are often minor; there could be a specified service that seems to be utterly essential for the business and becomes a significant factor with regards to selecting among distinct systems of document management. 

On an equal footing, cost is a substantial driver to think about. The cost of applying a document management system comes-with the software's base expense, network hardware necessities (a number of servers may perhaps be needed to operate the software); localized workstation needs, application or amendment bills and the general expenses that will be incurred. 

The cost certainly varies based on organization size and sort of items. However, prior to doing, the listed below questions must be answered: 

* Is the price of your document management software genuinely the finalized price or could it be a "base price" that would be boosted based upon the additional programs obtained by the company? 

* Does the cost comprise technical help and support and long run up-dates? 

As much as price is concerned, there're 3 points to always remember: the expense of applying the managing document system itself, the fee for customizing or adapting it to company-special requirements and also the cost of training staff members. It's critical to go serious into the customization price, especially in the case of high-end solutions, where the cost indicated isn't commonly the specific cost. Training expenditures may also deviate, with sessions that range from exclusively 2 hours to possibly one or two extensive days. Additionally, help in the field can even be required after the implementation. 

Furthermore, system administration may well involve significant bills based on the program. As an example, any SQL-based product might demand a minimum of a part-time committed administrator, whether external or in-house. Consequently, administration costs and the price of presenting the training necessary to upgrade the talents of the office personnel that is going to deal with the system of document management must also be taken into account as costs. 

Applying the document management system 

There are really no firm, fixed laws concerning the implementation of a document management system. However, knowledge signifies that some sorts of implementation usually work better than the others. 

Though, it's genuine that each enterprise is distinctive and different from the rest; and therefore, each implementation consists of certain aspects and details to contemplate. It is likewise genuine that agencies don't deviate as much as it may appear. That's why this is essential to learn the system of document management plus its out-of-the-box functions well. Systems are normally dependent on many companies' guidelines and, that's why, it's worth investigating how useful it could be to adapt a few business procedures to the recent functions, instead of starting a software adaptation project that often might emerge to be expensive. 

Designing the document management system 

Technical aspects of system like the location where documents might be amassed or whether a new server could be expected or not (most document management systems involve a stand-alone server) should be evaluated just before making a choice. 

Integrating our document management system 

with our existing business software Guarantee the document management system proposed could be quite simply integrated with the applications usually used by your enterprise and with other less often used applications. 

The majority of document management systems can't be incorporated with highly common database software. For that reason, you should adequately evaluate the applications that will be used at your organization as well as their compatibility and level of integration with the document management system to implement. 
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Need of Document Management System (DMS)

Need of Document Management System (DMS) | Effective Document Management | Scoop.it
Document Management or Enterprise Information Management is perhaps one of the most important of the enterprise solutions that will provide a solution to the various requirements of SOX. Several sections of SOX have a direct bearing on the manner in which the digital documents/records of the enterprise are created, reviewed, approved, stored, retrieved, transferred, and destroyed. 

Knowledge Management: Document & Records Management

Estimates have been made calculating that a significantly large proportion (some say, more than 70%) of the documents owned by an enterprise are in digital format and might never be seen in hardcopy. 

According to Gartner's Editor in Chief James Lundy: Records management will become a top 10 issue for many CIOs in the coming years. 

Document Management systems provide several benefits to the company. Since an IT system is a business process frozen in a particular software and hardware implementation, it proves that the particular business process is being consciously and diligently adhered to. In the worst case, this proves that the compliance is being followed in spirit. Now whether the compliance is being followed in form can be found out from the results of the particular system and also from the audits of it at various stages of the business process. The capability to follow an audit trail on all documents created or processed through it is extremely useful in executing compliance activities and also in proving compliance at a later stage. The capability to create workflows automatically creates auditable process paths. 

The DMS also makes possible to access any documents at any point of time with relative ease. It also acts as a centralized repository of documents (both structured and unstructured). All publicly disclosed documents can be locked in the final form as images and can not be tampered with later on. These can be stored and deleted according to the schedules of various regulatory and compliance Acts of the Government. Document and information which is supposed to be for limited consumption at the top management level can also be strictly screened and internal controls on these can be enforced rigorously. At the appropriate time the documents can be "published". 

An indirect requirement for Document Management Systems in the enterprise is for the purpose of storing the documents related to enterprise compliance policies, their updates, amendments, the internal control policies of the company and other documents of a similar nature that help in proving the compliance process at the enterprise. 

The company needs to make policies about the following aspects of documents: 

- Creation 
- Approvals 
- Publishing 
- Retention 
- Access 
- Distribution 
- Lifecycle 

This policy will help in implementing the contradictory requirements of document retention for compliance purposes and document deletion for reducing the cost of document retention and improving operational efficiency. 

Initial step is to define the document retention policy. The second step is to survey the existing document management systems in place in the enterprise and the third step is to create a proper document management system. 
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DocControl is an Electronic Document Management Software offering one-month free trial. For more information visit www.DocControl.com
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