We are working in a hyper-document aeon where we all take the pledge to save papers every year, knowing the importance of the paper. But does it executed actually?
Well in the case of the corporate world, I doubt!
According to the researchers, up to 90% of the corporate data is paper-based and of an unstructured format.
Every day multiple numbers of paper produced by several organizations in the form of reports, invoices, printouts, photocopies, resume etc. An organization produces multiple paper documents every day, be it printouts, reports, resumes, notes, photocopies, etc. without realizes the degree of difficulty and pressure that arises to monitor, track and manage them.
“A good document management is the essence of a successful enterprise.”
Quality Management Document Control is the problem-solving system for the Document Management Process Flow which organises all of your files and data in one place, keep track of all critical documents, speed up your workflow, improve accuracy and provide around the clock access to records from any part of the world.
Any business, small, medium or large, deal with document workflows on a daily basis where the operations involved are:
Scanning
Mailing
Archiving
Collating
Filing
And much more…
As every lock has a key, likewise every problem has a solution to it.
The issues aroused due to an extensive accumulation of official records can be resolved by the Document Management System(DMS) dealing smoothly and efficiently with emails, attachments, invoices, content and miscellaneous business data.
Basic Components of Document Management:
Document management systems having many components and some of them are mentioned below:
- Storage of documents in various file formats
- Metadata
- Integration of a DMS with other applications
- Data capture
- Indexing data
- Data retrieval
- Data distribution
- Data security
- Data workflow
- Data collaboration
- Controlling data revisions
The detailed description of 4 basic components is here:
Metadata is basically used to store all document’s information. It also saves all the details of the document like the date when that document was stored, who stored the document with the location where it stored. Document Management System can retrieve metadata from the document automatically. It stored all the general details about data, which makes easy to search the particular data. It allows users to work on these data in different ways also.
Integration means a combination or internal connection who joint two or more things simultaneously. Here all the functions of document management systems are connected to other applications to provide easy access. Here users can directly retrieve the saved data from the document management system repository, the best thing of this functionality is that all the changes or edition will be also stored with the new version or name. Here the documents will be stored to the centralized repository, accessible to the users who are authorized and have the rights to access.
Data validation is the process of filtering and cleansing the data to get the quality one. It’s a validation rule to check all the important field like missing signatures, misspelt names, document failures etc. As it facilitates the real-time correction options, so before importing the data into the DMS you can correct it at your end.
Document Distribution is a function use to distribute or share documents that are saved in the document management system (DMS) either manually or spontaneously. It allows distributing documents internally as well as externally. Through this component you can share the document in different form also as it is compatible with all types of files. This approach provides the platform to inter-exchanged the document where the integrity of the document is essential.
Conclusion:
People spend 60% of their total time in searching the required document or information, after spending lots of time they don’t get the exact result. So to avoid the wastage of time and money the best solution is DMS. It is feasible, cost-effective and also results-oriented system. It meets all the important criteria of an organization.
