In the business world, each management that is carried out is based on a document. This means that daily you have to work with a multitude of documents, which have traditionally been on paper, and which generate a huge amount of work. The online document management is to provide a solution to this problem. Using computer applications for this management makes paper practically disappear, being able to carry out the same operations but in a more automated way.
Document management brings a significant reduction in costs: of the paper itself, the cost of printing documents, the cost of storage and the time of the personnel who are in charge of carrying out these tasks. Document management affects all areas of the company, so it is very important to decide which program of this type is best suited to each business.
What is document management software and how does it help to implement a file management system for the company?
Basically, document management programs are a special type of database; Its great peculiarity lies in the fact that records are not stored, but electronic documents generated in computer systems and digital images produced through the scanning of paper documents. The mission of this type of software is to manage this flow of documents in such a way as to achieve greater optimization of information storage, document search and subsequent retrieval of stored documents. Sometimes, IT departments tend to use traditional databases for the filing and handling of this information, but this system presents a series of limitations when it comes to document management,
In order to install a complete document management system, in addition to the corresponding software, a series of hardware elements is required. All information must be digitized, so it is essential to have a digitization device suitable for the volume of information generated in the company. There are many scanners of different sizes on the market. It is also necessary to store all the files on a dedicated server. The size of the scanned files is usually quite large, so this server must have sufficient capacity. In addition, it must be taken into account that all users will connect to it to consult or modify the stored information, so it must have sufficient processing capacity.
What is this software used for?
In addition to replacing paper documents with digitized support, document management is useful for all company departments. Along with the digitization process, this software is in charge of indexing the information that is being incorporated into the system. Each document is referenced so that it can be accessed quickly when needed. Security-related aspects are also improved with this implementation. The definition of information access systems through permissions to users established at different levels, guarantees that the information is accessible only by those who have authorization to view and manage it. Confidential information, a very important asset within the company, is guaranteed against theft and involuntary loss.
If it is necessary to integrate a document management program with that of the company’s management, this work system will be an essential help in all departments. If we look at one of the document management tools most used today, the document management software R2 Docuo , we see that it can be customized according to the needs of each company; allows to detail the work procedures of each department to facilitate the billing, accounting, warehouse, distribution, purchasing and sales processes.
With the synchronization of this type of programs in the cloud company, the same information can be managed, thus avoiding duplication of documents and achieving greater effectiveness in the processes. The implementation of a document management system therefore also affects the work systems of the company itself, a prior definition of work flows is very necessary to improve the effectiveness and productivity of the company supported by document management software. Often these flows are defined and only require adaptation to the new system. The greater the integration of the systems, the greater the effectiveness of document management and therefore, the greater the cost savings.
So far we have defined what a document management system is and the programs or software used in its implementation, but what would happen if in the event of a catastrophe we were left without being able to access the digitized information?, That will give for another article in this blog, For the moment I recommend this article by Montse García on risk management in document management , it is interesting to see that the documentation, digitized or not, must have a secure backup to be able to access it in case of eventuality.