Document Management Software Advanced Content Management
Enterprise document management solutions are a viable method for ensuring that loose
, paper-based data is easily accessible, spatially economic and not under threat of damage. Document management involves a simple procedure that converts information on loose documents into digitised data. The process is fast, does not require vast amounts of manpower and has high quality, clear results.
The process of digitising documents incorporates the use of a scanner, optical character recognition software and document management software. This process captures the loose documents as digital data and saves the data in an electronic repository.
Scanners are available in different models according to the material needing to be scanned. Book-edge scanners, desk-top scanners, image scanners and scanner hardware are available to capture loose data quickly and quietly, leaving the original documents intact and without compromising their quality. Once material is scanned, optical character recognition software is applied and recognises the individual characters in the scanned data. This enables users to edit scanned documents and find specific information via computerised searches.
Once data has been recognised as individual characters, document management software is applied to manage the data.
Find out more about digitising paperwork, and boost your businesss productivity today.
What does document management software do?
Scanned documents are usually held in an electronic database or repository that needs to be managed to ensure optimum efficiency. In terms of accessing, editing, searching and organising data, document management software is a necessary tool for managing the scanned data efficiently.
Various types of software are available, according to the type of data that has been digitised. Software options include server or web-based solutions for business with worldwide access to information; project collaboration plus Internet solutions for engineering data; image-based software for raster documents; and fax solutions which automate fax, paper and electronic documents.
Benefits of document management software
Scanning and storing data electronically in a business can have many benefits to help the company perform at an optimum level. Digitising data has streamlined business processes worldwide.
The archiving solutions included in document management software allow for quick searches with accurate results. Searching endlessly for a particular document in a filing cabinet is no longer a necessary task saving much time. Money is saved as paper and printing is minimised, reducing office costs. Documents can be circulated as email attachments instead of being printed. Important original documents can be stored in a warehouse where they will not be handled on a regular basis, therefore reducing damage and freeing up office space.
Case study - Naspers
Some major business enterprises in South Africa have begun to use document management software and benefitted greatly from the results. An example is Naspers, the multinational media company with principal operations in electronic and print media.
Naspers began to find its enormous collection of paper-based documents a problem. Working with loose data was wasting company time and damaging important documents, which included photographs, illustrations, articles and other valuable items. The company needed a solution where the data could be recorded, stored and managed in a database, while employees still enjoyed easy access to it.
Naspers used scanners to record the data and images and created an archive repository that could be accessed by all staff, and managed by document management software. Once the data was archived, it was easily available to staff and external users. Productivity increased as searches took minutes instead of days or weeks, thanks to intelligent and advanced digital search functions. Naspers was even able to store the valuable original documents off-site, meaning that a large amount of office space was freed up.
Introduce document management software in your business
Document management software allows businesses of any size and type to benefit from streamlined operations. When used in conjunction with scanning equipment and character recognition software, the results achieved include lowered costs, time savings, and the sparing of important original documents. These facilities for digitising paperwork are transforming businesses into fully-functioning, efficient enterprises.
by: AlterSage
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