A document management system (DMS) is a computer system (or a set of computer programs) used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.
Butler Group, a London-based IT research and analysis organization, in its report entitled “Enterprise Search and Retrieval,” concluded that “ineffective search and discovery strategies are hampering business competitiveness, impairing service delivery and putting companies at risk.” Specifically, they contended that as much as 10% of a company’s salary costs are “frittered away” as employees scramble to find adequate and accurate information to perform their overall jobs and complete assigned tasks.
Current problem customers face with documents
The vast majority of documents in most organizations are not connected to the people or processes who need them. Examples include contracts, invoices, statements, reports, technical documentation, medical records and even email. This results in Lost or misplaced information – Knowledge workers spend 3.5 hours weekly searching for information that is never found and 3 hours a week recreating that lost content.(Source: The hidden costs of information work, International Data Corporation (IDC), March 2005)
- Information overload – Knowledge workers spend more than 27 hours a week searching, gathering and analyzing information. (Source: Ibid.) Fixed content is often left out because it is not well organized
- Inefficient business processes – Just one example: it costs more than $50 on average to process and manage a paper invoice.(Source: Institute of Management and Information (Source: IOMA, Dec. 2005;)
- Compliance issues – Organizations are under more pressure than ever before to manage fixed content for compliance and risk reduction purposes
- Lack of integration with other applications CRM, ERP, HR, ECM, claims processing, health information systems, etc. all these applications need fast and accurate access to archived content but it is rarely accessible
- Costly real estate being used for hard copies storage.
How can Document Management solution help in overcoming these?
- Increases productivity by speeding up document retrieval and finding lost information
- Saves money by reducing the need for paper supplies, paper delivery and storage
- Streamlines business processes by eliminating paper. Helps with compliance by creating a secure archive with audit trails, electronic discovery support and options to store data on non-erasable storage media
- Connects the archived content to other applications that need it Hard copies can be stored off site saving on costly real estate.
Products we have to offer
FileDirector document management solution shortens the time required to organise and handle documents within an enterprise significantly. This noticeably improves productivity and efficiency thereby reducing costs significantly.
FileDirector covers all the stages that a document undergoes in a modern enterprise right from recording paper documents or handling documents already in digital format to search and retrieval to secure archiving of data. Moreover, FileDirector is not limited to a single location: up to 128 servers can work together on a network, enabling enterprises to gain the benefits of FileDirector even when operating in a globally distributed environment.
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