Document archiving software makes sorting and finding easy
. Such software is used efficiently in financial, health and legal departments where huge database are stacked up in papers. A simple word or phrase search can open the desired document in no time. The motive of using this software is to store in an organized manner. It reduces the operating price, saves paper, raise customer service and increases productivity.
The software is enabled to perform the following functions efficiently.
Data Capture: A Document archiving software takes a document whether it is a script, video or a photograph and saves it an image. These documents can be located and stored as text or image.
Retrieving document: For the accurate filing and tracking each document is assigned a metadata. These metadata include the date and user identity who stored the document. It is important to index the document correctly for an easy retrieval. Document archiving software attaches some additional information and data to make it easier for the users to locate the file by using keywords.
Integration: Document management system enables the access of documents to other applications, allowing easy transfer of data to e-mails and word-processors.
Workflow application: This feature enables the automatic transfer of documents to a specific user. Sometimes, the data is lost in the process of manually passing over the documents to a user responsible for working. With the use of work flow application the safety of the documents is ensured as the user is alerted from time to time to process them.
Use of version control: Document archiving software helps in indentify and manage various versions of same data. If the same document is handled by various users at the same time, it may create a version control problem while saving the information. The software locks the data often making the information accessible to one user at a time.