{"id":21,"date":"2010-11-19T06:48:06","date_gmt":"2010-11-19T01:18:06","guid":{"rendered":"https:\/\/www.rincon.co.in\/site\/?page_id=21"},"modified":"2024-10-19T11:35:27","modified_gmt":"2024-10-19T06:05:27","slug":"document-management","status":"publish","type":"page","link":"https:\/\/www.rincon.co.in\/site\/solutions\/it\/document-management\/","title":{"rendered":"Document Management"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-page\" data-elementor-id=\"21\" class=\"elementor elementor-21\">\n\t\t\t\t<div class=\"elementor-element elementor-element-c86cd33 e-flex e-con-boxed e-con e-parent\" data-id=\"c86cd33\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;}\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-10bf785 elementor-widget elementor-widget-heading\" data-id=\"10bf785\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h1 class=\"elementor-heading-title elementor-size-default\">Document Management\n<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-2106928c elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"2106928c\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-46b3dc30\" data-id=\"46b3dc30\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-d6aa174 elementor-widget elementor-widget-heading\" data-id=\"d6aa174\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">What is document management?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-a48331b elementor-widget elementor-widget-text-editor\" data-id=\"a48331b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>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.<\/p><p>Butler Group, a London-based IT research and analysis organization, in its report entitled \u201cEnterprise Search and Retrieval,\u201d concluded that \u201cineffective search and discovery strategies are hampering business competitiveness, impairing service delivery and putting companies at risk.\u201d Specifically, they contended that as much as 10% of a company\u2019s salary costs are \u201cfrittered away\u201d as employees scramble to find adequate and accurate information to perform their overall jobs and complete assigned tasks.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-fee0f8a elementor-widget elementor-widget-image\" data-id=\"fee0f8a\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"800\" height=\"600\" src=\"https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/facing_problem_document_management_can_help.jpg\" class=\"attachment-full size-full wp-image-7942\" alt=\"Document management can help\" srcset=\"https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/facing_problem_document_management_can_help.jpg 800w, https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/facing_problem_document_management_can_help-300x225.jpg 300w, https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/facing_problem_document_management_can_help-768x576.jpg 768w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-10b4301 elementor-widget elementor-widget-heading\" data-id=\"10b4301\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Current problem customers face with documents<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-8bbeb32 elementor-widget elementor-widget-text-editor\" data-id=\"8bbeb32\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\tThe 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 &#8211; 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)\n<ul>\n \t<li>Information overload &#8211; 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<\/li>\n \t<li>Inefficient business processes &#8211; 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;)<\/li>\n \t<li>Compliance issues &#8211; Organizations are under more pressure than ever before to manage fixed content for compliance and risk reduction purposes<\/li>\n \t<li>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<\/li>\n \t<li>Costly real estate being used for hard copies storage.<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-768958e elementor-widget elementor-widget-image\" data-id=\"768958e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/www.rincon.co.in\/site\/blog\/how-many-paper-based-documents-does-your-organization-produce-daily\/\">\n\t\t\t\t\t\t\t<img decoding=\"async\" width=\"1280\" height=\"960\" src=\"https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/Document-Management.jpg\" class=\"attachment-full size-full wp-image-7952\" alt=\"\" srcset=\"https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/Document-Management.jpg 1280w, https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/Document-Management-300x225.jpg 300w, https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/Document-Management-1024x768.jpg 1024w, https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2022\/06\/Document-Management-768x576.jpg 768w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/>\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7cd553f elementor-widget elementor-widget-heading\" data-id=\"7cd553f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">How can Document Management solution help in overcoming these?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-db4141e elementor-widget elementor-widget-text-editor\" data-id=\"db4141e\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<ul><li>Increases productivity by speeding up document retrieval and finding lost information<\/li><li>Saves money by reducing the need for paper supplies, paper delivery and storage<\/li><li>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<\/li><li>Connects the archived content to other applications that need it Hard copies can be stored off site saving on costly real estate.<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-3069abd elementor-widget elementor-widget-heading\" data-id=\"3069abd\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">What is Document Workflow?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-2bee27c elementor-widget elementor-widget-text-editor\" data-id=\"2bee27c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\tDocument Workflow\u00a0is the process of storing, tracking, and editing business documents that shape your workflow. In other words, it outlines your business processes and workflows.\n\nWhether that\u2019s onboarding a new employee or putting in a budget request \u2014 Document workflow makes sure things move smoothly from one stage to the next.\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-91a9b6b elementor-widget elementor-widget-heading\" data-id=\"91a9b6b\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">What are the benefits of document workflow?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-bbb9a63 elementor-widget elementor-widget-text-editor\" data-id=\"bbb9a63\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>Document Workflow helps you improve your processes, streamline your workflow, and align your team.<\/p><p>Let\u2019s take a look at these benefits in more detail.<\/p><p><strong>Align your team<\/strong><\/p><p>When you have a clear process, it\u2019s easy for everyone to follow it. There\u2019s less room for error, and team members won\u2019t be confused about what actions they need to take.<\/p><p>In other words, everyone knows what they need to do and when they need to do it.<\/p><p>And that\u2019s one of the great things about a documented workflow. It makes business processes clear for your team, especially if you use a work management system to document your workflows.<\/p><p>With the right platform, everyone in your team can easily review all the process documentation processes in one place. Which helps keep everyone on the same page.<\/p><p><strong>Improve your processes<\/strong><\/p><p>Document Workflow helps teams improve their business processes.<\/p><p>Think about it. If you\u2019re tracking and documenting your workflow, it\u2019s much easier to identify room for improvement. Without document workflow, you simply won\u2019t have this level of clarity.<\/p><p>You need standardized processes to see how things can be better.<\/p><p>And that\u2019s where document workflow can help.<\/p><p>It allows you to spot what\u2019s going well and what can be improved. As a result, you can continually refine your processes to make them as useful and efficient as possible.<\/p><p><strong>Work more efficiently<\/strong><\/p><p>Using digital documentation allows you to speed up your day-to-day processes and focus on tasks that matter.<\/p><p>How?<\/p><p>Because users don\u2019t have to trawl through paper documents to find what they need. They can access the relevant information in a matter of clicks.<\/p><p><strong>With a digital document management system, team members spend less time trying to find information and more time focused on being productive.<\/strong><\/p><p>While you can certainly have an organized paper-based system, it simply won\u2019t be as efficient as a digital system.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-052b85f elementor-align-center elementor-widget elementor-widget-button\" data-id=\"052b85f\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/www.rincon.co.in\/site\/solutions\/it\/document-management-part-2\/\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t<span class=\"elementor-button-icon\">\n\t\t\t\t<i aria-hidden=\"true\" class=\"fas fa-question-circle\"><\/i>\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">How does a document management system (DMS) work?<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0f47788 elementor-align-center elementor-widget elementor-widget-button\" data-id=\"0f47788\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/www.rincon.co.in\/site\/solutions\/it\/document-management-part-2\/\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t<span class=\"elementor-button-icon\">\n\t\t\t\t<i aria-hidden=\"true\" class=\"fas fa-question-circle\"><\/i>\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">What are the typical features of a Document Management System?<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-989cea8 elementor-widget elementor-widget-heading\" data-id=\"989cea8\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">document management Product we have to offer<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<section class=\"elementor-section elementor-inner-section elementor-element elementor-element-0df9b79 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"0df9b79\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-inner-column elementor-element elementor-element-4e47763\" data-id=\"4e47763\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-4c92296 elementor-widget elementor-widget-image\" data-id=\"4c92296\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" width=\"300\" height=\"66\" src=\"https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2023\/03\/logo_efalia-300x66.png\" class=\"attachment-medium size-medium wp-image-9922\" alt=\"\" srcset=\"https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2023\/03\/logo_efalia-300x66.png 300w, https:\/\/www.rincon.co.in\/site\/wp-content\/uploads\/2023\/03\/logo_efalia.png 500w\" sizes=\"(max-width: 300px) 100vw, 300px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-ebbc7ba elementor-widget elementor-widget-text-editor\" data-id=\"ebbc7ba\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><em>FileDirector<\/em> document management software solution shortens the time required to organise and handle documents within an enterprise significantly. This noticeably improves productivity and efficiency thereby reducing costs significantly.<\/p><p>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.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-d056d65 elementor-align-center elementor-widget elementor-widget-button\" data-id=\"d056d65\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"http:\/\/www.filedirector.com\/\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t<span class=\"elementor-button-icon\">\n\t\t\t\t<i aria-hidden=\"true\" class=\"far fa-arrow-alt-circle-right\"><\/i>\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">For more information<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<div class=\"elementor-element elementor-element-1d7d4b3 elementor-widget elementor-widget-heading\" data-id=\"1d7d4b3\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Frequently Asked Questions<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5f1ccce elementor-widget elementor-widget-toggle\" data-id=\"5f1ccce\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"toggle.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-toggle\">\n\t\t\t\t\t\t\t<div class=\"elementor-toggle-item\">\n\t\t\t\t\t<div id=\"elementor-tab-title-9971\" class=\"elementor-tab-title\" data-tab=\"1\" role=\"button\" aria-controls=\"elementor-tab-content-9971\" aria-expanded=\"false\">\n\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon elementor-toggle-icon-left\" aria-hidden=\"true\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-closed\"><i class=\"fas fa-caret-right\"><\/i><\/span>\n\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-opened\"><i class=\"elementor-toggle-icon-opened fas fa-caret-up\"><\/i><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t<a class=\"elementor-toggle-title\" tabindex=\"0\">What is a Document management system (DMS)?<\/a>\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<div id=\"elementor-tab-content-9971\" class=\"elementor-tab-content elementor-clearfix\" data-tab=\"1\" role=\"region\" aria-labelledby=\"elementor-tab-title-9971\"><p>DMS is a computer system (or a set of computer programs) used to track and store electronic documents. While DMS has been around for years, the penetration is now increasing with every passing day. With the exponential increase in the generation of documents electronically, the need for a DMS cannot be understated.<\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-toggle-item\">\n\t\t\t\t\t<div id=\"elementor-tab-title-9972\" class=\"elementor-tab-title\" data-tab=\"2\" role=\"button\" aria-controls=\"elementor-tab-content-9972\" aria-expanded=\"false\">\n\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon elementor-toggle-icon-left\" aria-hidden=\"true\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-closed\"><i class=\"fas fa-caret-right\"><\/i><\/span>\n\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-opened\"><i class=\"elementor-toggle-icon-opened fas fa-caret-up\"><\/i><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t<a class=\"elementor-toggle-title\" tabindex=\"0\">What Are The Key Benefits Of Document Management?<\/a>\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<div id=\"elementor-tab-content-9972\" class=\"elementor-tab-content elementor-clearfix\" data-tab=\"2\" role=\"region\" aria-labelledby=\"elementor-tab-title-9972\"><p>There are a number of advantages of using these systems and some of the biggest ones are listed below:<\/p><p><strong>Easy Access<\/strong>: John Bustrum, CEO and founder of My403bCoach.com, said having such software in place means he\u2019s no longer forced to stockpile loads of files on his desk. Instead, when clients call, they can instantly find the documents they need on their computers.<\/p><p><strong>Easy To Search<\/strong>: Being able to easily search through her company\u2019s documents is a huge benefit, said Karen Walker, founder of One Team Consulting. She said the ability to quickly search for and retrieve presentations and notes is invaluable.<\/p><p><strong>Better Collaboration<\/strong>: Getting rid of hard copies of documents makes it easy for employees to work with each other, said Gary Tuch, founder of the Professor Egghead Science Academy. When multiple employees are working off of one document and editing is constantly happening, document management systems ensure workers always have the most up-to-date copy, he said. Employees waste no time on printing revisions or double-checking to make sure they have the current version, Tuch added.<\/p><p><strong>Added Security<\/strong>: Increased security is a huge advantage of using document management solutions, said Andrew Southard, general manager of the Indiana-based Data Management Shredding, Inc. The technology has given his company the option to track who is viewing and editing each document and designate which employees have access to which files, he said.<\/p><p><strong>Saves Space<\/strong>: Exchanging paper documents for digital versions can save a tremendous amount of physical space, said Randy Jourgensen, owner of Digital Office Solutions. Since transforming his office to a paperless environment more than 15 years ago, Jourgensen has been able to convert space that was formerly used only for file storage into space that can generate revenue, he said.<\/p><p><strong>Disaster Recovery<\/strong>: Businesses that have all of their documents stored in physical filing cabinets face the risk that these papers might be destroyed, or that the business may lose access to them should a disaster occur, said Alan Baker, president and chief consultant at Spitfire Innovations. If a water pipe bursts or there is a fire, business owners can still operate with little impact, since their critical documents are stored online and spared from any destruction.<\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-toggle-item\">\n\t\t\t\t\t<div id=\"elementor-tab-title-9973\" class=\"elementor-tab-title\" data-tab=\"3\" role=\"button\" aria-controls=\"elementor-tab-content-9973\" aria-expanded=\"false\">\n\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon elementor-toggle-icon-left\" aria-hidden=\"true\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-closed\"><i class=\"fas fa-caret-right\"><\/i><\/span>\n\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-opened\"><i class=\"elementor-toggle-icon-opened fas fa-caret-up\"><\/i><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t<a class=\"elementor-toggle-title\" tabindex=\"0\">What Types Of Documents Can Be Stored?<\/a>\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<div id=\"elementor-tab-content-9973\" class=\"elementor-tab-content elementor-clearfix\" data-tab=\"3\" role=\"region\" aria-labelledby=\"elementor-tab-title-9973\"><ul><li>Any electronic document such as .doc, .xlsx, .ppt etc. can be stored<\/li><li>Physical documents can be scanned from a multifunction device or a stand-alone scanner and digitised by uploading the relevant .tiff \/ .pdf files into DMS<\/li><li>E-mails can also be imported into the system<\/li><\/ul><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-toggle-item\">\n\t\t\t\t\t<div id=\"elementor-tab-title-9974\" class=\"elementor-tab-title\" data-tab=\"4\" role=\"button\" aria-controls=\"elementor-tab-content-9974\" aria-expanded=\"false\">\n\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon elementor-toggle-icon-left\" aria-hidden=\"true\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-closed\"><i class=\"fas fa-caret-right\"><\/i><\/span>\n\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-opened\"><i class=\"elementor-toggle-icon-opened fas fa-caret-up\"><\/i><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t<a class=\"elementor-toggle-title\" tabindex=\"0\">Does Document Management Offer A Workflow Management Solution?<\/a>\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<div id=\"elementor-tab-content-9974\" class=\"elementor-tab-content elementor-clearfix\" data-tab=\"4\" role=\"region\" aria-labelledby=\"elementor-tab-title-9974\"><p>Any DMS worth its salt offers a workflow solution. The idea of a DMS is to capture the information in a structured form whereas the whole purpose of the workflow is to process this structured information as per business rules. Once the information is processed, the information then can be released into other systems such as an ERP or HRMS etc.<\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<div class=\"elementor-toggle-item\">\n\t\t\t\t\t<div id=\"elementor-tab-title-9975\" class=\"elementor-tab-title\" data-tab=\"5\" role=\"button\" aria-controls=\"elementor-tab-content-9975\" aria-expanded=\"false\">\n\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon elementor-toggle-icon-left\" aria-hidden=\"true\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-closed\"><i class=\"fas fa-caret-right\"><\/i><\/span>\n\t\t\t\t\t\t\t\t<span class=\"elementor-toggle-icon-opened\"><i class=\"elementor-toggle-icon-opened fas fa-caret-up\"><\/i><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t<a class=\"elementor-toggle-title\" tabindex=\"0\">How do you control documents and records?<\/a>\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<div id=\"elementor-tab-content-9975\" class=\"elementor-tab-content elementor-clearfix\" data-tab=\"5\" role=\"region\" aria-labelledby=\"elementor-tab-title-9975\"><p>DMS systems have role-based access control so users can only access the relevant information. A simple example would be a person from the HR team who will not be able to view the data from the accounts folder. The opposite also holds true. Certain users can only have viewing rights while others can have editing rights. There is multiple such combinations possible which enables the administrator to have complete control over the information.<\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>Document Management What is document management? 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 [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":5428,"menu_order":4,"comment_status":"closed","ping_status":"closed","template":"","meta":{"om_disable_all_campaigns":false,"_uag_custom_page_level_css":"","_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"class_list":["post-21","page","type-page","status-publish","hentry"],"aioseo_notices":[],"uagb_featured_image_src":{"full":false,"thumbnail":false,"medium":false,"medium_large":false,"large":false,"1536x1536":false,"2048x2048":false},"uagb_author_info":{"display_name":"Bhavesh Rathod","author_link":"https:\/\/www.rincon.co.in\/site\/author\/bhaveshr\/"},"uagb_comment_info":0,"uagb_excerpt":"Document Management What is document management? 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&hellip;","_links":{"self":[{"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/pages\/21","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/comments?post=21"}],"version-history":[{"count":0,"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/pages\/21\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/pages\/5428"}],"wp:attachment":[{"href":"https:\/\/www.rincon.co.in\/site\/wp-json\/wp\/v2\/media?parent=21"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}